Operations Coordinator

Operations Coordinator: Logistics, Parts & Billing Eagle Americas Corporation, Arlington Heights, IL (Hybrid) About Us Eagle Americas Corporation (EAC) is the U.S. subsidiary of Eagle, a Poland-based manufacturer of high-performance industrial fiber laser cutting systems. EAC sells, installs, services, and supports Eagle machines for fabricators across the United States. We're a growing, hands-on team, and this role sits at the center of how machines, parts, and paperwork move through the business. The Role We're looking for an Operations Coordinator to handle the day-to-day flow of our business: getting machines and spare parts from Europe to our warehouse and customers, keeping parts inventory accurate and stocked, and making sure every service visit, part, and install is invoiced promptly and correctly. You'll report directly to the COO and work closely with our field service technicians, our parent company in Poland, freight carriers, and customs brokers. What You'll Do Logistics and Import Coordinate inbound shipments of machines and spare parts from Europe, including freight booking, tracking, and delivery scheduling to our warehouse or directly to customer sites. Work with customs brokers to manage import documentation, including commercial invoices, bills of lading, and customs declarations, and keep tariff classifications accurate. Compare freight carriers and rates, and manage domestic shipping of parts to customers and field technicians. Spare Parts Management Maintain spare parts inventory, including receiving, stocking, cycle counts, and reconciliation between physical stock and our systems. Process customer parts orders from quote through shipment and billing. Customer Invoicing and Billing Invoice customers for service visits, parts, and installation work, using technician hours, travel, and expense records to build accurate invoices. Keep the chain from estimate to sales order to invoice clean in QuickBooks Online, and track open invoices through collection. Work down any billing backlog and keep completed work from sitting unbilled. Coordination Support scheduling of installations, commissioning, and service visits with the field team, and keep service records current in our systems. Serve as a reliable point of contact for customers on order, shipment, and billing questions. What We're Looking For Required 3+ years in logistics, import/export, parts or inventory management, or operations coordination, ideally for capital equipment or industrial machinery. Hands-on experience with import documentation and working with customs brokers. Experience invoicing customers and managing billing or accounts receivable. Proficiency with accounting, ERP, or inventory systems, and strong Excel skills. Highly organized, detail-oriented, and comfortable handling many moving pieces at once in a small-company environment. Clear, professional communication with customers, vendors, and international colleagues. Preferred QuickBooks Online experience. Background with industrial machinery, machine tools, or laser cutting equipment. Experience with Jira or similar ticketing and service-tracking tools. Work Location Hybrid, based at our Arlington Heights, IL office, with regular warehouse visits for receiving and inventory work. Pay: $45,000.00 - $75,000.00 per year Benefits: 401(k) 401(k) matching Dental insurance Health savings account Paid time off Retirement plan Vision insurance Work Location: Hybrid remote in Arlington Heights, IL 60005

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