Operations Coordinator

Position Summary

We are seeking a highly organized, logistics-focused Operations Coordinator to support daily operations across production, inventory, logistics, and customer service. This role is central to ensuring smooth material flow, accurate inventory tracking, and on-time shipments in a fast-paced beverage manufacturing and co-packing environment.

The ideal candidate has strong experience in logistics coordination, shipping/receiving, inventory control, and administrative support. Proficiency in QuickBooks Enterprise, Synapse (or similar warehouse/logistics platforms), and advanced Excel skills is essential. This role interacts daily with trucking companies, suppliers, clients, and internal teams, requiring excellent communication, urgency, and follow-through.

Key Responsibilities Logistics & Freight Coordination (Primary Focus)

• Manage all outbound and inbound freight, including LTL, FTL, parcel, and container shipments.
• Create, schedule, and track shipments using Synapse logistics/warehouse software.
• Prepare and distribute Bills of Lading (BOLs), packing slips, pallet labels, freight documents, and shipping confirmations.
• Communicate daily with trucking carriers, brokers, and logistics partners to ensure on-time pickup and delivery.
• Monitor shipments proactively and resolve delays, accessorial, or delivery issues.
• Optimize freight costs by comparing carrier rates, transit times, and availability.
• Coordinate dock schedules for inbound materials and outbound finished goods.
• Maintain accurate shipment records and ensure compliance with customer and regulatory requirements.

Inventory, Procurement & Vendor Management

• Maintain real-time inventory accuracy for raw materials, packaging, and finished goods using Synapse Excel.
• Track inventory movement, cycle counts, lot codes, and production usage.
• Monitor reorder points and notify leadership when materials need replenishment.
• Work closely with suppliers to confirm pricing, lead times, purchase orders, and delivery schedules.
• Receive materials and verify quantities, COAs, lot codes, and packaging integrity.
• Investigate and resolve inventory discrepancies or supplier issues.

Customer Service & Client Coordination

• Serve as a key communication point for co-packing customers regarding production schedules, order updates, and inventory status.
• Provide timely responses to customer inquiries via phone and email.
• Prepare and send required customer-facing documents including BOLs, COAs, production summaries, shipping confirmations, and inventory reports.
• Support planning by communicating any delays, shortages, or changes that impact customer timelines.

Administrative, Accounting & Systems Support

• Enter vendor bills, purchase orders, and production-related expenses into QuickBooks Enterprise.
• Assist with AP/AR reconciliation, invoice follow-ups, and monthly reporting.
• Maintain organized digital and physical files for accounting, production records, QA documents, and inventory logs.
• Assist management with operational reporting, dashboards, and KPI tracking.
• Support cross-functional communication and help streamline system workflows between QuickBooks, Synapse, and internal spreadsheets.

Production & Operations Support

• Assist production scheduling by confirming material readiness and inventory allocations.
• Maintain and organize batch documentation, lot tracking logs, and compliance-driven paperwork.
• Support quality assurance by helping track and update required production and material documentation.
• Assist with office and workflow coordination, ensuring supplies, labels, and materials are stocked and prepared for upcoming runs.

Required Qualifications

• Experience in a manufacturing, warehouse, logistics, or co-packing environment.
• Strong logistics experience (LTL/FTL scheduling, tracking, BOL creation, carrier communication).
• Proficiency with Synapse or comparable warehouse/logistics management systems.
• Proficiency with QuickBooks Enterprise, especially for AP, PO entry, and inventory-related transactions.
• Advanced Microsoft Excel skills (VLOOKUP, pivot tables, filters, data auditing).
• Strong organization, attention to detail, and time-management skills.
• Excellent written & verbal communication.
• Ability to work independently and handle multiple priorities.
• Willingness to work occasional overtime during peak production periods.

Preferred Qualifications

• Experience in beverage or food manufacturing.
• Familiarity with packaging, material flow, supply chain, or ERP systems.
• Working knowledge of freight claims, carrier portals, or 3PL systems.
• Experience with lot tracking, traceability, and GMP documentation.

Key Traits for Success

• Strong sense of urgency and ownership.
• Highly organized with exceptional follow-through.
• Problem solver who stays calm under pressure.
• Team-focused, positive, and adaptable.
• Comfortable working in a fast-changing, hands-on production environment.

Pay: $24.00 - $28.00 per hour

Expected hours: 40 – 50 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $24 - $28