What are the responsibilities and job description for the Customer & Business Operations Coordinator position at Heritage Time Capsules?
Who We Are:
Based in the Buffalo, NY area, Lancaster Tanks, Jentsch Company, and Heritage Time Capsules serve customers across different industries. Together, these businesses combine decades of experience, specialized expertise, and an entrepreneurial mindset to deliver meaningful products and practical solutions for their customers.
Lancaster Tanks has been manufacturing above-ground steel storage tanks and related steel products since 1945. Known for quality, dependable products, and technical expertise, the company produces fuel storage tanks up to 40,000 gallons in a variety of configurations to meet diverse customer needs.
Jentsch Company specializes in tube and pipe bending, rolling, coiling, engineered solutions.
Heritage Time Capsules is a growing e-commerce business specializing in premium time capsules serving schools, municipalities, organizations, businesses, and families preserve their stories, milestones, and legacies for future generations.
Who We’re Looking For:
We’re looking for a friendly, organized, and resourceful Customer & Business Operations Coordinator to support customer service, e-commerce activities, and day-to-day business operations. The position will primarily support Heritage Time Capsules while also coordinating administrative and operational activities for Lancaster Tanks and Jentsch Company.
What You’ll Be Doing:
Customer & Order Management
• Respond to customer inquiries by email, phone, and online chat.
• Assist customers with orders, quotes, product questions, and concerns.
• Process orders, returns, refunds, and order updates.
• Create shipping documents and coordinate UPS pickups and logistics.
• Monitor inventory and assist with product purchasing.
• Maintain accurate product information, images, and inventory records.
• Coordinate daily activities to ensure smooth, efficient, and organized business operations.
Business & Administrative Support
• Coordinate non-technical purchasing and vendors.
• Research and identify potential customers and sales opportunities across all three businesses.
• Coordinate shipping and logistics.
• Coordinate facility services, including cleaning, landscaping, snow removal, and general building maintenance.
• Assist in developing and implementing AI-powered tools and agents to streamline workflows and improve operational efficiency.
Additional Responsibilities:
• Coordinate company events and assist with business-related errands as needed.
• Provide occasional personal assistance to the owners, including errands and administrative tasks, as needed.
What You’ll Bring to the Table:
• Associate degree in Business Administration, Marketing, or a related field required; bachelor’s degree preferred.
• Familiar with Shopify, Adobe, Dropbox, AI tools, and other business applications.
• Proficient in Microsoft 365 and comfortable learning and using technology.
• Excellent communication and customer service skills.
• Highly organized, dependable, and detail oriented.
• Able to manage multiple priorities and work independently.
Good to Know:
• Full-Time position (40 hours a week)
• Schedule: Monday–Friday, 7:00am to 3:30pm.
• Work environment: On-site