Operations Coordinator

Position Summary:

The Operations Coordinator manages customer orders and coordinates the movement of products from suppliers to customers. This is a customer-focused logistics role that works closely with customers, Sales, suppliers, carriers, and internal teams to ensure orders are accurate, shipments stay on schedule, and issues are resolved quickly.
The ideal candidate has hands-on experience in shipping, transportation, or logistics and understands the terminology, documentation, and processes involved in moving products domestically and internationally.

What you will do:

Contract Management : Collaborate with the sales team to prepare and monitor contracts. Provide ongoing oversight of contract performance and address any issues that arise. Review contracts and orders to ensure completeness and accuracy. Obtain necessary information and approvals before releasing orders for shipment.

Order Coordination and Troubleshooting : Facilitate timely and accurate account and order management for our customers. This includes communicating directly with customers, vendors, and the sales team to ensure seamless order processing. Monitor and track all pending orders, including entering and troubleshooting information as needed. Communicate effectively regarding scheduling, cancellations, and inactive orders.

Supplier Relationship Building : Build strong relationships with suppliers while assisting sales personnel in understanding customer needs and resolving issues. Communicate effectively with overseas suppliers and shared services team as required.

Issue Resolution : Address customer complaints promptly by providing appropriate solutions and alternatives within designated time frames. Follow up to ensure customer satisfaction.

Documentation Management : Manage and organize documentation requirements and compliance mandates according to customer and government regulations. Maintain detailed records for auditing and reporting purposes.

Invoicing and Billing Support : Assist with daily invoicing and billing tasks. Track invoices throughout their lifecycle and follow up on any outstanding issues. Assist accounts receivable with invoice management, resolving short/over payments, and claims. Communicate issues, root causes, and resolutions to stakeholders in a timely manner.

Continuous Improvement : Participate in team initiatives to drive continuous improvement in operational processes and procedures.

Education Requirements:

- Bachelor’s degree required or combination of equivalent education and work experience

Required Experience:

- Proficiency in Microsoft Office suite and ERP systems.

- At least 2 years’ experience in Operations, Logistics, and/or Supply Chain

Knowledge, Skills, and Abilities:

- Exceptional attention to detail and organizational abilities.

- Thrive in a fast-paced environment and prioritize tasks effectively and independently.

- Critical thinking, problem solving as issues arise.

- Ability to communicate clearly and professionally via email and phone; ability to provide concise status updates to team members. Ability to flex their communication style to build relationships with all personality styles.

- Willingness to support team goals and assist colleagues during busy periods; ability to follow instructions and work reliably within a group.

- Fundamental computer skills and the ability to learn standard office software and internal databases quickly.

- Openness to learning new tasks and a positive response to coaching and constructive feedback.

- Ability to recognize and address repetitive "pain points" in daily tasks.