Operations Coordinator

Summary

The Commercial Operations Coordinator supports the day-to-day flow of customer orders, supplier purchases, quoting, receiving, invoicing, and general office operations. This role serves as a key coordination point between customers, vendors, sales, warehouse, and finance to help ensure orders move accurately and efficiently from quote through fulfillment.

The ideal candidate is highly organized, responsive, comfortable managing multiple priorities, and able to take ownership of recurring operational tasks with minimal supervision.

Key Responsibilities

Customer Service, Quoting & Order Management

• Prepare and coordinate industrial customer quotes, including routine pricing and order-related follow-up.
• Serve as a primary point of contact for industrial customer service requests and day-to-day order questions.
• Enter customer orders accurately and support backlog management, order status updates, and internal follow-up.
• Coordinate customer onboarding and maintain required customer account information, documentation, and setup.
• Process and coordinate RMAs, returns, and related customer/vendor follow-up.
• Support customer pricing and terms administration in coordination with the broader team.

Purchasing, Receiving & Vendor Coordination

• Manage routine industrial purchasing activity and issue vendor purchase orders.
• Coordinate vendor onboarding and maintain vendor setup information and required documentation.
• Support receiving and invoicing workflows, including matching incoming activity to orders and escalating discrepancies.
• Provide warehouse support as needed to help resolve order, receiving, or fulfillment issues.
• Coordinate office supply purchasing and other routine operational purchases.
• Support shared purchasing responsibilities for lab automation activity when required.

Administrative, Compliance & Office Support

• Own recurring general administrative support tasks that keep the office and commercial workflow moving.
• Manage incoming and outgoing mail and route items to the appropriate team members.
• Maintain routine compliance documentation, forms, registrations, and administrative records as assigned.
• Assist with basic operational reporting, data entry, document organization, and follow-up items.
• Coordinate across sales, finance, warehouse, and operations to resolve routine issues and prevent tasks from falling through the cracks.

Qualifications & Skills

• Prior experience in customer service, order management, purchasing, sales support, office operations, or a related coordination role preferred.
• Strong attention to detail and ability to accurately manage quotes, orders, purchase orders, invoices, and customer/vendor records.
• Clear written and verbal communication skills with a professional, service-oriented approach.
• Ability to manage multiple open items, prioritize effectively, and follow through without constant supervision.
• Comfort working in ERP/accounting systems, Microsoft Excel, Outlook, and other business software.
• Experience in industrial distribution, manufacturing, automation, or a technical B2B environment is a plus.

What Success Looks Like

• Customer and vendor requests are acknowledged and resolved promptly.
• Quotes, orders, purchase orders, receiving, and invoicing move through the business accurately and on time.
• Routine administrative and compliance responsibilities have clear ownership and do not require management follow-up.
• Sales, warehouse, finance, and operations teams have a reliable point person for day-to-day commercial coordination.

Education/Experience

• 3-5 years of experience in managing the operations of a small business
• Bachelor's in finance or business, or comparable experience