Executive Operations Coordinator

Job Summary

The Executive Operations Coordinator will play a critical role in supporting the President of Kolar Arms by managing day-to-day operations, streamlining customer communication, and acting as a trusted gatekeeper. This position ensures smooth coordination between customers, dealers, finance, purchasing, and internal departments while maintaining the highest level of professionalism, discretion, and compliance with federal firearms regulations.

Key Responsibilities

Executive Support

• Act as the first point of contact for most customer inquiries, ensuring timely, professional responses and escalating as appropriate.
• Manage the President’s calendar, correspondence, and scheduling needs.
• Serve as a gatekeeper to prioritize communication and protect executive focus.
• Handle sensitive company and financial information with discretion.

Customer & Business Operations

• Support Accounts Receivable in collaboration with the Finance team (invoicing, payment follow-ups, tracking).
• Process customer and dealer product orders, ensuring accuracy and timeliness.
• Assist with logistics coordination for advertising products and promotional materials.
• Provide administrative support across departments to ensure smooth daily operations.

Purchasing & Administrative Support

• Handle a portion of purchasing, focused on parts and operational supplies, in coordination with purchasing staff.
• Maintain accurate records and assist in vendor communication as needed.
• Perform general administrative tasks to support operational efficiency.

FFL Compliance & Recordkeeping

• Manage all tasks related to the Federal Firearms License (FFL) requirements.
• Maintain and update firearms acquisition and disposition (A&D) log books in compliance with ATF regulations.
• Ensure accurate and timely recordkeeping for audits and inspections.
• Act as a compliance liaison for internal staff and communicate with regulatory agencies as needed.

Qualifications

• Strong organizational skills with the ability to manage multiple priorities.
• Excellent communication and interpersonal skills, both written and verbal.
• Proven experience in administrative support, executive assistance, or operations coordination.
• High level of discretion with confidential and sensitive information.
• Familiarity with finance functions (AR, invoicing) and order processing.
• Proficiency with office software (email, scheduling tools, spreadsheets).
• Experience with FFL recordkeeping and ATF compliance strongly preferred (or willingness to train).

Why This Role Matters

This role directly supports the President by reducing the volume of daily interruptions, ensuring customers and dealers receive timely communication, and keeping operational and compliance details on track. The Executive Operations Coordinator will be empowered to act with a high level of trust and independence, becoming a key part of both the leadership support structure and Kolar Arms’ regulatory compliance.