Operations Coordinator

Position Summary The Operations Coordinator keeps our orders, inventory and shipments moving. You will own the day-to-day path from purchase order to delivered and invoiced, working with customers, distributors, suppliers, co-manufacturers, carriers and our third-party warehouses. It is a hands-on role that combines logistics, order processing, inventory control, customer service and some accounting support. **Schedule: **Full-time, Monday–Friday, 8:00 AM – 5:00 PM. No weekends. Reports to: Operations Director **Compensation: **$26 per hour- 40 hour week based on experience, plus benefits Key Responsibilities Order Processing & Fulfillment (approx. 30%) Receive, enter and confirm customer purchase orders from distributors, wholesale accounts and direct customers, including EDI orders. Release orders to our third-party warehouses and confirm ship dates and quantities. Process and ship daily e-commerce orders (Amazon and other online channels) and stock Amazon FBA inventory. Generate and send invoices through EDI and QuickBooks Enterprise; send advance ship notices where required. Track open orders to completion and resolve shorts, substitutions, backorders and pricing discrepancies. Logistics & Transportation (approx. 25%) Schedule inbound and outbound freight (LTL and full truckload) with carriers and freight brokers; get quotes and pick the most cost-effective option. Book delivery appointments with distributor DCs and arrange customer pickups. Coordinate inbound shipments from domestic suppliers and co-manufacturers, plus imported containers, working with our customs broker and freight forwarder on documents and arrival timing. Act as the main day-to-day contact for our third-party warehouses (receiving, picking, shipping, inventory reports and billing). Prepare and check shipping documents: bills of lading, packing lists, pallet labels and case labels. Handle freight claims, damages and carrier delays, and keep customers informed. Inventory Control (approx. 20%) Keep inventory records accurate across several warehouse locations, and reconcile warehouse reports against our systems (QuickBooks and SkuVault). Prepare purchase orders to suppliers for approval, then follow up on confirmations and ship dates. Track lot codes and shelf life; rotate stock first-expired, first-out (FEFO) and flag slow-moving or aging inventory. Support cycle counts, physical inventories and inventory adjustments. Customer Service (approx. 15%) Serve as the first point of contact for customer, distributor and broker questions about orders, status, pricing and product information. Answer phone and email questions promptly and professionally. Process returns, credits and deductions, working with accounting to resolve them. Keep customer setup paperwork up to date (vendor forms, item setup sheets, certificates of insurance, food-safety documents). Accounting Support & Administration (approx. 10%) Enter accounts payable (supplier, freight and warehouse invoices) and accounts receivable in QuickBooks Enterprise. Match freight and warehouse bills to shipments before payment. Run routine reports (open orders, inventory, shipments, sales) for management. Other duties as assigned, including general office support. Qualifications Required 3 or more years of experience in order processing, logistics coordination, inventory control or customer service in a distribution, manufacturing or consumer products company. Working experience with QuickBooks. Strong Microsoft Excel skills (sorting, filtering, lookups, basic formulas) plus Outlook and Word. Very accurate with numbers and data entry. Clear, professional written and verbal communication. Able to manage many open orders and deadlines at once and stay calm when plans change. High school diploma or GED. Preferred Experience in foodservice, grocery or CPG, ideally with broadline distributors such as Sysco, US Foods, DOT Foods or Sygma. EDI experience. Experience working with third-party (3PL) warehous…

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