Operations: Logistics & Inventory Systems Specialist

Purpose:

This role ensures the technical and operations teams have the physical materials, accurate inventory, and foundational operational systems necessary to scale efficiently. The position centralizes all inventory control, purchasing of goods less than $10,000, and shipping/receiving activities, while also improving the core data, process, and system architecture needed for flawless execution. This eliminates common tactical issues such as missing components and stockouts, and proactively builds the process maturity to transition the organization from "tactical survival" to "operational excellence." By focusing on both hands-on logistics and the implementation of a clear, single source of truth for operational deliverables, the role significantly reduces project delays, frees high-value technical labor, and minimizes unnecessary costs associated with rush orders.

Job Description

The Operations Logistics & Inventory Systems Specialist provides essential support to technical teams by managing the flow of physical materials and implementing the core systems and processes required for efficient operations. This role is responsible for centralizing inventory, purchasing, and logistics, driving process standardization, and ensuring a reliable, single source of truth for all operational tracking and deliverables.

Inventory and Logistics Management

• Maintain accurate inventory of all materials, components, consumables, and tools.

• Kit complete build packages for technical projects and ensure all materials are available prior to work starting.

• Manage purchasing of parts, equipment, consumables, and operational supplies, including creating, processing, receiving and monitoring purchase orders

• Coordinate all shipping and receiving activities, including international logistics, and reconcile incoming goods with purchase orders and packing slips

• Establish safety stock levels and manage replenishment to prevent downtime and stockouts

• Organize storage areas, eliminate obsolete materials, and maintain a clean, functional workspace

• Own the RMA/returns process to recover value and maintain inventory accuracy

• Coordinate shipping and logistics both domestically and internationally

Operational Systems and Process Implementation

• In coordination with IT and supply-chain teams, implement and maintain a simple Materials Requirements Planning (MRP) or inventory tracking system to provide visibility into stock and order status

• Take part in planning meetings for new builds

• Assist with data clean-up initiatives to resolve underlying inventory data issues and enable systems reliability

• Develop and launch automated workflows to remove manual/redundant data entry in purchasing and inventory processes

• Drive operational uniformity for cross-functional collaboration, tracking, and accountability

• Assist with report generation and metrics related to purchasing and inventory performance

• Provide support to Accounts Payable/Accounting with invoice reconciliation for 3-way match (PO, good receipts, and invoice)

Qualifications

• Experience in logistics, inventory control, purchasing, or operations

• Demonstrated experience with lightweight operational processes and inventory/MRP tools

• Strong systems-thinking capacity, including hands-on experience with data organization and process improvement

• Experience in a fast-paced technical or manufacturing environment

• Strong communication, cross-functional coordination, and vendor management skills

• Ability to prioritize multiple tasks and respond proactively to operational needs

Justification

This unified role addresses key operational friction points by focusing on two core areas:

1. Eliminating Technical Downtime: It frees up high-value technical staff who currently lose significant time due to hunting for tools, locating missing parts, inconsistent purchasing, and handling shipping/receiving tasks.

2. Building a Foundation for Scale: It establishes the core systems and data integrity necessary for the company's long-term health. By resolving data backlogs, cleaning up systems, and creating a single, reliable inventory, it prevents inventory and purchasing from becoming major execution bottlenecks as execution intensity increases. The position transitions operational efforts from reactive to proactive, systems-based management.

You don’t have to have every listed requirement and skill to be a great fit. If you are passionate about this opportunity and think you have the skills to succeed, please apply!

Our Commitment to Diversity, Equity, and Inclusion

We encourage you to apply if you identify as Black, Native Hawaiian or Pacific Islander, American Indian or Alaskan Native, Hispanic or Latino, LGBTQ+ – or with any other underrepresented group – even if you don’t tick all the boxes in the description below.

Perks and Benefits for Eligible Employees

• Excellent health, dental and vision insurance covered up to 100% by Heirloom. FSA option.

• 16 weeks paid parental leave for all Heirloom employees.

• Generous stock options.

• Unlimited PTO for exempt (salaried) employees & 120 hours for full time non-exempt (hourly) employees.

• 401(k).

• Monthly health and wellness reimbursement.

• Annual education and conference budget.

Our Principles

• Radical Honesty. We strive to foster an inclusive environment premised on transparency and respect. We push for excellence, yet always remain thoughtful when challenging each other.

• Persistent Optimism. We show up to work with optimism and don’t shy away from a challenge. We recognize that the ambitious nature of our mission requires hopefulness, dedication, and persistence.

• Maximize Learning. Compounding knowledge is our key to victory - we continuously hone our crafts, seek the fastest paths to improve, and are quick to absorb and apply new insights.

Why you should join Heirloom

• We are solving the challenge of our generation. Climate change is an existential threat, and we need as many of the world’s motivated minds as possible to help. There is no greater challenge or opportunity than fighting climate change.

• We are a world-class team. We are engineers, scientists, and concerned humans from a variety of backgrounds and experiences who are pooling our knowledge and skills to collectively build a more equitable, prosperous future for all.

• We remain united, resilient, and optimistic. We recognize the magnitude of the challenge ahead of us, yet believe that we can contribute to mitigating the worst effects of climate change. It won’t be easy, but we won’t quit.

We are backed by credible climate partners. We’re well funded by investors from Breakthrough Energy Ventures, Ahren Innovation Capital, Carbon Direct, Microsoft, Lowercarbon Capital, ARPA-e and the National Science Foundation. Our early customers include Stripe, Shopify, and Klarna, and we’re building durable partnerships that enable us to tackle this decades-long problem.

Compensation Range: $137,650 - $166,549