Product Coordinator

Want to be part of one of the country's fastest growing infrastructure businesses? The Vortex Companies, LLC delivers cutting edge trenchless technologies and turnkey services to make the worlds water cleaner and we're growing every day!

We think BIG about solving the world's toughest challenges in failing water, sewer and industrial infrastructure.

At Vortex, you will be surrounded with a culture that puts your safety first in all we do. If you like a fast-paced environment, a team structure that provides support, training, and development, then apply today!

Summary

The Product Coordinator plays a critical role in supporting daily sales, purchasing, inventory, and operational activities to ensure products move efficiently from supplier to customer. This position serves as a key liaison between customers, vendors, operations, logistics, and internal teams by coordinating orders, maintaining accurate system data, resolving issues, and supporting continuous process improvements. The ideal candidate is highly organized, customer-focused, detail-oriented, and thrives in a fast-paced environment while managing multiple priorities.

Key Responsibilities:

Customer & Sales Support

• Process customer orders accurately and efficiently, ensuring pricing, product details, and shipping information are complete.
• Serve as a primary point of contact for customer inquiries via phone, email, and text while delivering exceptional customer service.
• Coordinate product returns, issue return authorizations (RMAs), and ensure timely resolution.
• Support customer retention through responsive communication and proactive issue resolution.
• Assist with product pricing updates and new product setup within company systems.

Purchasing & Vendor Management

• Source products and materials from approved vendors.
• Create and manage purchase orders to maintain product availability.
• Develop and maintain positive vendor relationships to improve service, pricing, and delivery performance.
• Coordinate with suppliers regarding lead times, backorders, shipping schedules, and product availability.

Inventory & Operations Coordination

• Monitor inventory levels and coordinate replenishment activities.
• Support inventory accuracy through system maintenance and transaction verification.
• Coordinate product movement between purchasing, warehouse, and customer fulfillment teams.
• Assist in resolving inventory discrepancies and support inventory reporting.

Shipping & Logistics

• Coordinate domestic and international shipments.
• Prepare logistics, customs, and shipping documentation as required.
• Maintain working knowledge of small package and LTL freight shipping.
• Track shipments and resolve delivery issues with carriers.
• Prepare and process hazardous material (Hazmat) shipments in accordance with applicable regulations and company procedures.

Systems & Data Management

• Maintain accurate customer, vendor, inventory, pricing, and product information across business systems.
• Ensure data integrity through accurate entry and routine validation.
• Utilize ERP, CRM, inventory, and purchasing systems to support daily operations.
• Process remote check deposits and credit card transactions accurately and securely.
• Generate routine operational, purchasing, inventory, and sales reports.

Process Improvement

• Identify opportunities to improve workflows, eliminate inefficiencies, and enhance customer service.
• Recommend and support implementation of process improvements that increase operational effectiveness.
• Assist in documenting standard operating procedures and best practices.

Cross-Functional Collaboration

• Partner closely with Sales, Operations, Warehouse, Purchasing, Accounting, and Customer Service to ensure seamless order fulfillment.
• Communicate proactively regarding order status, inventory availability, vendor issues, and customer concerns.
• Support additional operational projects and initiatives as assigned.

What Success Looks Like:

• Processes customer orders accurately and on time with minimal errors.
• Provides responsive, professional customer service while effectively managing a high volume of communications.
• Maintains strong relationships with customers and vendors through dependable follow-up and problem resolution.
• Ensures accurate inventory, pricing, purchasing, and product data across all systems.
• Coordinates shipments efficiently while minimizing delays and transportation issues.
• Identifies opportunities to improve processes and contributes ideas that increase efficiency and customer satisfaction.
• Collaborates effectively across departments to support business objectives.
• Demonstrates ownership, accountability, and a commitment to continuous improvement.

Education and Experience:

Required

• High school diploma or GED.
• Minimum of 3 years of experience in product coordination, customer service, inside sales support, purchasing, operations, inventory, logistics, or a related role.
• Experience processing customer orders and managing multiple priorities in a fast-paced environment.
• Experience working with ERP, CRM, inventory, or purchasing software.

Preferred

• Associate's or Bachelor's degree in Business, Supply Chain, Operations, or a related field.
• Experience with Viewpoint Spectrum and/or NetSuite ERP.
• Experience with Hazmat shipping requirements.
• Experience supporting manufacturing, distribution, or construction-related industries.

Skills and Competencies:

• Strong customer service orientation.
• Excellent written and verbal communication skills.
• Exceptional organizational and time management abilities.
• Ability to prioritize competing demands with minimal supervision.
• High attention to detail and commitment to accuracy.
• Analytical problem-solving and critical thinking skills.
• Strong relationship-building and vendor management capabilities.
• Ability to manage multiple projects simultaneously.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, and PowerPoint).
• Experience using ERP, CRM, inventory management, purchasing, and reporting systems.
• Working knowledge of shipping, logistics, freight coordination, and inventory management.
• Understanding of purchasing and procurement processes.
• Ability to maintain confidentiality and safeguard sensitive financial and customer information.
• Continuous improvement mindset with a willingness to learn new systems and processes.

Work Environment and Physical Demands:

• Primarily office-based with regular interaction with warehouse and shipping operations.
• Frequent use of computers, phones, and standard office equipment.
• Ability to remain seated for extended periods while performing computer-based work.
• Occasionally required to stand, walk, reach, bend, or lift materials weighing up to 20 pounds.
• May occasionally visit warehouse or shipping areas requiring adherence to company safety policies and personal protective equipment (PPE) requirements.
• Ability to manage multiple priorities in a fast-paced, deadline-driven environment while maintaining a high level of accuracy and professionalism.

Benefits: We offer a competitive total compensation package including health, vision, and dental insurance, 401K retirement plan, income protection insurance, off the job accident insurance, PTO and more!

Vortex Companies, LLC and all of its subsidiaries, considers applicants for all positions without regard to race, color, creed, religion, sex, age, national origin, marital status, status with regard to public assistance, or sexual orientation. All applicants will be considered solely on the basis of their qualifications.

We are a fair chance employer.

The pay range for this role is:

55,000 - 80,000 USD per year (Services - Sancon)