Operations Coordinator Jobs

Our growing business currently has an open position for a well-organized and motivated Operations Coordinator. The ideal candidate for this role is someone who is efficient and articulate in their work and is comfortable interacting with management and facility personnel in a fast-paced manufacturing environment. They should also possess the ability to effectively interact with vendors and manage and resolve business challenges as they arise.

The ideal candidate will be expected to:

• Execute IT functions for managing emails, Google accounts, passwords, computers and printers
• Provide sales support in data analysis, managing incoming leads and creating sales presentations
• Maintain and evolve a well-organized system of purchasing and processing orders
• Organize and manage electronic documents for sales, marketing and production
• Thrive under tight deadlines with minimal supervision while performing as a self-driven and highly organized professional.
• Track inventory levels, as well as lead times to fulfill orders
• Research and quote competing rates with inbound and outbound freight
• Develop and document SOP’s for the organization

Specific Responsibilities

• Answer questions from shippers, customers, the sales/marketing department and other stakeholders
• Manage & direct incoming sales leads
• Perform other duties as assigned by management.
• Answer all customer inquiries including phone and email
• Manage demo team and organize events
• Insure the mission, values, and culture of the organization are supported, conveyed and reinforced
• Verify that incoming goods match quotes and confirm prudent invoices
• Manage purchasing functions including purchase order entry and tracking.

Skills/Requirements

• Team player
• Demonstrated problem-solving abilities
• Accuracy and attention to detail
• Strong ability to multitask
• 3-5 years of proven experience with administration
• Friendly and upbeat demeanor
• Strong verbal and written communication skills
• Self-starter
• Proven analytical skills with ability to implement solutions and vendor management experience
• 2+ years experienced user of MS Office & Google Suite

Job Type: Full-Time

Salary: $20.00 - $26.00 per hour based upon experience.

Benefits: Employer sponsored Health, Dental, Eye

• Paid time off for holidays. 1-week vacation pay
• Physical setting: Office, Mon - Fri 8am - 4pm

Educational Requirements:

• High school or equivalent (Required)
• Associate's degree or relevant certification is a plus.

Language:

• English (Required), Spanish (encouraged)

- Operations Coordinator

1.OFFICE DUTIES

A. Process FedEx claims for damaged E-Commerce shipments.

B.Process Customer E-Commerce refunds through WooCommerce.

C.Research Freight Rates for Incoming/Outgoing Shipments.

D. Create Bar Codes when Necessary for New Products

E.Answer Phone and Handle Customer Inquiries

F.Respond to Customer Emails / Customer Service

G. Send Promotional Products as Needed

H. Use of monday.com to keep track of ongoing projects

I. Use of box.com to upload and store important documents

J. Daily use of Gmail and google office, as well as Microsoft office

K.Manage show & other travel expenses – book flights, hotels & other travel needs and keep track of all expenses.

L. Track and schedule maintenance for vehicles.

M. Managing the business license renewal

a.Fire Inspection

b.OSHA Inspection

c. USDA Organic Inspection

N. Other Duties as needed.

2.ACCOUNTS PAYABLE DUTIES

A. Purchasing – Create PO’s for purchase requests through QuickBooks and send to vendors. Verify shipment dates and that the amounts are correct. (We have many shipment/supply chain issues that require follow-up to ensure purchases are received when they are needed.) Receive product and enter vendor invoices into QuickBooks.

B.Quote and Book inbound and outbound freight with various carriers, verify invoices match quotes and enter into QuickBooks.

C.Inventory – keep track of inventory levels with Melvin, as well as, lead times to receive product to ensure products are ordered with sufficient time before they are needed.

D. Download credit card statement, collect all receipts and enter all charges into QuickBooks weekly.

3.ACCOUNTS RECEIVABLES DUTIES

A. Enter orders received daily including entering data into distributor workflow spreadsheet, preparation of packing list and bill of lading, and setting up shipping with freight carriers.

B.Enter E-Commerce orders through Woo Commerce website including setting up shipping with FedEx.

C.Complete invoicing for customer and e-commerce orders into QuickBooks.

D. Run credit card transactions for walk-in orders with CUBE

E.Help reconciling chargebacks from UNFI & KeHE.

4.CORE PERSONALITY COMPETENCIES

a.Must be able to multi-task throughout the day. (Many plates in the air at all times).

b.Must be able to work well under pressure (issues with delivery time-frames, supply chain issues, deadlines, etc.)

c. Critical Thinking – must be able to evaluate problems as they arise and come up with solutions to remedy situations.

d.Reliability – must reliably be in the office and be ready to go as position contains many time-sensitive duties.

e.Innovative – ability to come up with new ideas to make a process more efficient.

f. Computer Literacy – must have a strong working knowledge of QuickBooks, Excel, Word, and Google Docs.