Stygian HC LLC Operations Staff Remote · Full time Company website

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🚨 We’re Hiring! Operations Specialist – Northern California 🚨 📌 Full-Time | 📈 Fast-Growing Company | 🤝 Collaborative Team Are you a highly organized problem-solver? Join Stygian to help drive our daily operations, manage vendor relationships, and deliver top-tier customer service! 🔍 What you’ll do: 🔹 Process quote requests, orders, invoices, and customer updates 🔹 Work with suppliers to source products and manage orders 🔹 Use Stygian’s internal quote tools, AI tools, CRM, and accounting systems 🔹 Deliver exceptional customer service and support 🔹 Build strong relationships with suppliers and customers 🔹 Support eCommerce order workflows and operational processes 💼 What you bring: ✔️ Strong attention to detail ✔️ A positive, can-do attitude ✔️ Ability to learn quickly and work well with a team ✔️ Strong written and verbal communication skills ✔️ Comfort with technology, CRM systems, and cloud-based tools ✔️ Problem-solving skills and ownership mindset 📍 Must be located in the Pacific Time Zone 🌉 Northern California applicants are preferred 🇺🇸 Must be legally authorized to work in the United States 🎖️ Military veterans are strongly encouraged to apply 🌎 Multilingual skills are a plus, especially Mandarin Chinese or Spanish At Stygian, we provide training, support, and opportunities to grow with a fast-moving company that values innovation, teamwork, and customer service. 🌐 Learn more: stygianhc.com Join us at Stygian — where technology, procurement, and people come together.

Job Description

for StygianHC NorCal Operations Staff Member

Responsibilities:

• Receive process, and ensure accurate entry of data associated with orders
• Find product pricing and availability from standard suppliers for quote requests, This includes contacting suppliers to confirm prices, inventory, lead time, return policies, etc., in order to prepare a quotation.
• Use the the Stygian browser and AI tools to generate quotations for customers
• Generate quotes quickly and accurately, returning them on the same day whenever possible. For more complex quotes, the turnaround time objective is within 24–48 hours.
• Take responsibility for accurate order execution upon receipt of a PO.
• Ensure bills are recorded correctly in our accounting system, and ensure that refunds are correctly recorded as credit notes. 
• Track order shipments promptly, ensuring customers are notified of ETAs in a timely manner, guaranteeing on-time delivery, and assisting customers with returns, damaged or lost goods, and other special circumstances.
• Generate and send customer invoices after items are shipped to ensure timely billing. 
• Maintain accurate opportunity information in the Stygian CRM system (Zoho CRM), Ensure that important information such as supplier order number, PO#, supplier name, and tracking number is accurately entered into the CRM system.
• All quotes should be started as “Opportunities” in the Zoho CRM system, and the “Stygian Quote Tool” used to start processing the quote.
• Track all quotations and orders and handle/alert exceptions, For open quotes, follow up with the customer promptly. 
• Develop relationships with key vendors to ensure smooth transactions. and, if necessary, negotiate prices. 
• Manage cloud-based workflow for online orders (Stygian eCommerce system)
• Handle arrangements associated with customer meetings, including travel logistics.
• Manage relationships for existing accounts, ensuring top-tier customer service, and that customers are well taken care of, including seeking new opportunities and fulfilling orders
• Handle customers’ eCommerce order exceptions including delivery issues, returns, or product defects.

Desired Traits

• Willingness and capacity to learn rapidly; curiosity about gaining new knowledge and mastering skills
• Flexibility and a positive, can-do attitude
• Strong attention to detail is a must
• Strong ability to work effectively as part of a team
• Resourceful, capable of solving problems independently
• Familiar with accounting systems and, preferably, the Zoho CRM system, skilled in using Mac computers, and capable of work efficiently
• Prefer Northern California applicants able to occasionally travel within the SF Bay Area to support customer orders.  Must reside in the Pacific Time Zone.
• Ability to occasionally deal with high-pressure situations
• Multilingual skills are a big plus (Native English level communication aptitude is required; Mandarin Chinese or Spanish is a bonus) 
• Military veterans are strongly encouraged to apply
• Authorized to work legally in the United States. 

Educational Background

• Strong academic record
• BA in Business or similar degree
• Equivalent life experiences will be considered