Operations and Customer Service Coordinator

Operations And Customer Service CoordinatorThe Operations & Customer Service Coordinator provides day-to-day administrative and operational support. This position helps keep customer orders, production information, documentation, scheduling, shipping, and routine office processes organized and moving. The role serves as a coordination point between customers, production, quality, purchasing, shipping, and management, while providing cross-trained coverage for essential administrative functions and reducing the routine administrative workload carried by operational leadership.Essential Duties and ResponsibilitiesOrder Administration and Operations CoordinationProcess customer purchase orders and enter accurate sales orders, job information, and required documentation in the ERP system.Review incoming order information, specifications, paperwork, and requested delivery dates for completeness and accuracy.Support job routing, order priorities, production scheduling, and expediting based on direction from operational and technical personnel.Monitor production status, track overdue or at-risk jobs, and communicate schedule changes to the appropriate team members.Coordinate with production, quality, purchasing, shipping, logistics, and outside processors to keep work moving and information current.Prepare and maintain shipping paperwork, customer order records, inventory records, and operational tracking reports.Support turnkey projects, outside-processing purchase orders, and related scheduling and logistics activities.Administrative Support and Cross-TrainingMaintain organized electronic records, reports, files, and administrative tracking tools.Process customer and vendor setup documentation and maintain accurate contact and account information.Support routine credit card processing, employee onboarding paperwork, payroll administration, and other recurring office tasks within assigned authority.Assist with purchasing documentation, inventory administration, invoice support, and coordination with accounting as needed.Develop cross-functional proficiency in essential office and order-processing responsibilities to provide dependable coverage during absences or workload peaks.Prepare operational and administrative reports for management and follow up on assigned action items.Customer Service and CommunicationServe as a day-to-day point of contact for routine customer questions regarding order status, delivery dates, shipments, and documentation.Follow up with internal departments to provide customers with accurate and timely production updates.Communicate schedule changes and potential delivery concerns promptly and professionally.Help resolve routine customer issues by coordinating with the appropriate internal team and escalating technical, pricing, quality, or strategic matters when needed.Maintain accurate records of customer communications and commitments in the ERP system or designated tracking tools.Quoting SupportPrepare quotations for review and approval using technical scope, routing sequence, labor assumptions, pricing, and lead-time information provided by authorized personnel.Enter approved quotation information accurately and issue completed quotations to customers.Maintain quotation records and follow up on open quotations as directed.Coordinate with operational and technical personnel when required information is incomplete or unclear.Process ImprovementDevelop and maintain standard work instructions and administrative procedures.Support Lean, 5S, and continuous-improvement initiatives across office and operational workflows.Use available technology, automation, and AI tools to improve accuracy, responsiveness, and efficiency.Identify communication gaps, repetitive work, and administrative delays and recommend practical improvements.Required QualificationsAssociate degree preferred, or an equivalent combination of education and relevant work experience.Three or more years of experience in operations coordination, manufacturing administration, order processing, customer service, or a related role preferred.Experience with ERP or MRP systems preferred.Proficiency in Microsoft Outlook, Excel, and Word.Experience working in a manufacturing or industrial environment is preferred.Knowledge, Skills, and AbilitiesStrong organizational, administrative, and professional communication skills.Working understanding of quotations, purchase orders, sales orders, production schedules, and shipping documentation.Ability to manage multiple priorities, follow through on commitments, and maintain accuracy under changing conditions.Strong