Operations Manager – Industrial Equipment Distribution
Xingyi Machine USAPosition Summary XINGYI MACHINE USA provides professional concrete grinding, polishing, and surface-preparation equipment, along with diamond tooling, industrial vacuums, and related accessories. We serve contractors and a nationwide network of distributors. We are seeking an organized, dependable, hands-on Operations Manager to oversee the day-to-day operations of our U.S. business. This is an important role for someone who enjoys taking ownership, improving processes, solving problems, and keeping a growing distribution business running smoothly. Key Responsibilities Bookkeeping System & Accounts Receivable Monitor the company's bookkeeping/accounting software to ensure transactions are accurately recorded and maintained. Track inventory, customer invoices, sales orders, payments, credits, and outstanding customer balances. Review sales orders and invoices for accuracy. Monitor customer accounts and accounts receivable on a regular basis and maintain accounts receivable aging reports. Identify overdue invoices and contact customers and distributors regarding outstanding balances. Professionally request and follow up on payment of past-due invoices and document collection communications and payment commitments. Coordinate with management regarding significantly past-due accounts or customers with recurring payment issues. Verify customer payments are properly applied to the appropriate invoices. Assist with resolving invoice discrepancies, credits, freight charges, and other billing questions. Work with the company's bookkeeper/accountant as necessary to maintain accurate records. Provide management with regular reports regarding sales, inventory, accounts receivable, overdue invoices, and customer payments. Inventory Management Manage inventory levels for equipment, tooling, replacement parts, accessories, and other company products. Ensure physical inventory is accurately reflected in the company's bookkeeping and inventory system. Monitor inventory levels and notify management of shortages or anticipated inventory needs. Track inventory movement from receiving through final sale and shipment. Conduct or oversee regular physical inventory counts and research and reconcile discrepancies. Maintain accurate records of machines, parts, tooling, and accessories in stock. Coordinate with the sales team regarding product availability and backorders. Domestic Shipping & Logistics Manage and coordinate domestic shipments of machines, parts, tooling, and accessories to distributors and customers throughout the United States. Arrange LTL freight, truck freight, parcel shipments, and other domestic transportation as required. Obtain freight quotes and select appropriate shipping methods based on cost, delivery requirements, and equipment needs. Schedule freight pickups and coordinate deliveries with carriers, distributors, customers, and the sales team. Prepare and maintain required shipping documentation. Track outbound shipments and communicate delivery information to customers and the sales team. Monitor domestic freight costs and identify opportunities to improve shipping efficiency and control expenses. Handle freight claims, damaged shipments, shortages, and delivery issues. Maintain productive relationships with domestic freight carriers and logistics providers. Shipment Quality Control Verify all outgoing shipments against the approved sales order before release. Confirm correct machine models, quantities, tooling, accessories, parts, and other items are included. Inspect machines and equipment for visible damage or defects prior to shipment. Confirm equipment is clean and professionally presented before delivery to the distributor or customer. Verify required manuals, accessories, cords, tooling, and other components are included when applicable. Confirm serial numbers and other required equipment information are properly documented. Ensure equipment is properly packaged, palletized, wrapped, secured, and protected from freigh…