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Operations Associate

FLSA Status: Non-Exempt
Reports to: VP, Operations
Employment Status: Full-Time


The Operations Associates primary responsibilities include processing customer purchase orders and setting up and maintaining customer accounts. They communicate with the reps regarding PO processing and customer order issues. Additional duties include running interface files and reserving stock, handling NYP holds and monthly NYP releases, processing publisher stock transfers, fulfillment orders and drop shipment requests. They manage accounts with special processing and shipping requirements, while also providing phone support to the Customer Service department.

Responsibilities and Duties

  • Processes purchase orders sent by Trade Reps, Brandwise, emailed, or faxed. Sends feedback to customers or reps as required. Additional handling required for AWB, Readerlink, and Book Depository orders. 
  • Runs morning processes including TSP reserves and NYP holds. Runs monthly NYP releases.
  • Processes international orders and communicates with the sales reps.
  • Imports and processes Amazon Marketplace – Seller Central fulfillment orders.
  • Processes publisher drop shipment/fulfillment and stock transfer requests.
  • Runs daily Amazon cancellations – cancels orders in Trilogy then updates Vendor Central.
  • Compiles shipping information and customer requirements for Triumph Books instant book drop ships. Communicates with the printer on all aspects and ship confirms deliveries in Trilogy for billing.
  • Processes consignment orders and invoices monthly sales reports. Communicates with accounts on any issues.
  • Processes publisher Final Stock Transfers and Remainder orders.
  • Communicates order and shipping requirements to the DC.
  • Communicates special packing instructions and customer requirements to the DC.
  • Manages Tradestone processes for UO family of retailers; accepts PO’s, orders product stickers from Fineline, sends ASN in Tradestone, and downloads packing slip for order inclusion.
  • Handles NBM fulfillment only orders and maintains Access database of publisher’s accounts terms and conditions.
  • Communicates with and processes orders for Crossroad Publishing Company’s accounts.
  • Creates Trilogy PO’s for publisher stock requests.
  • Sends EDI billing through DiCentral.
  • All other duties as assigned.


  • Bachelor’s Degree preferred
  • Bookstore or equivalent experience preferred
  • Proficiency with Microsoft Office Suite (Excel, Word, Outlook). Trilogy and IRMS software a plus
  • Exceptional organizational and analytical skills required
  • Must exhibit accuracy and attention to detail • Must have excellent communication skills – written and verbal
  • Ability to work under pressure and a fast-pace environment 
  • Physical abilities: Able to sit and stand for prolonged periods of time in an office environment
  • Travel requirements: None

About the company

IPG is the original independent distributor of books, ebooks, and audiobooks from publishers around the world, and a top 10 supplier of book content to, Barnes & Noble, independent bookstores, libraries, and specialty markets, in addition to thousands of retailers globally.

Established in 1971, Independent Publishers Group (IPG) was the first organization specifically created for the purpose of marketing titles from independent presses to the book trade. IPG was acquired by Chicago Review Press in 1987. In the fall of 2006, Chicago Review Press, Inc., the parent company of IPG, bought Trafalgar Square Publishing, Inc., the leading North American distributor of UK publishers. Trafalgar Square Publishing was founded in 1973 and as a division of IPG, now distributes products from clients such as Penguin Random House UK, Australia, New Zealand, and China; Allen & Unwin; The History Press UK; Amberley Publishing; HarperCollins UK; Pan Macmillan; and John Blake. IPG acquired International Specialized Book Services (ISBS) a premier distributor of over sixty publishers of academic, scholarly and professional publishers in April of 2018. Continuing its trajectory of growth in August of 2018, IPG acquired Midpoint Trade Books, a full-service book distribution company that was founded in 1996, located in the Flatiron District of New York City, Midpoint’s distribution clients are made up of independent book publishers from across the US, the UK, Australia and Canada.

With consistent growth each year, IPG’s success has come from supporting and encouraging the growth of its client publishers in the United States and worldwide. IPG has a wide reach in the market with its distribution of publishers with academic, Spanish-language, children’s, and general nonfiction and fiction titles.