Operations Coordinator

Job Description Job Description We are looking for a highly organized Operations Coordinator to support order execution and administrative workflow for a growing manufacturing and supply business in Coral Springs, FL. In this onsite role, you will help connect sales, accounting, operations, and warehouse activities so customer orders move efficiently from entry through final delivery. This opportunity is ideal for someone who takes initiative, manages details with precision, and enjoys keeping multiple teams aligned. Responsibilities: • Manage customer orders through each phase, from initial entry and internal processing to invoicing, shipment coordination, and final delivery confirmation. • Maintain accurate status tracking for active orders and follow up with internal teams to keep deadlines, documentation, and next steps on schedule. • Provide timely updates to customers regarding order progress, shipping timelines, and delivery expectations while supporting a high level of service. • Partner with accounting to monitor billing activity and payment progress, ensuring records are current without handling collections directly. • Coordinate freight arrangements, shipping estimates, and delivery logistics to support smooth fulfillment and customer satisfaction. • Compare vendor and shipping charges to approved costs, identify discrepancies, and route validated invoices for accounts payable processing. • Organize and upload order-related records, approvals, and supporting documentation within HubSpot or a similar system for clear visibility and traceability. • Serve as a key liaison across sales, accounting, and warehouse teams to keep communication clear and operational handoffs efficient. Ideal Candidate Profile: • 3 to 5 years of experience in project coordination, operations support, administrative support, or a related role. • Strong organizational skills with the ability to manage multiple moving parts, maintain accurate records, and follow through consistently. • Demonstrated ability to work proactively, take ownership of tasks, and independently drive work to completion. • Comfortable collaborating across departments and coordinating with sales, finance, operations, and warehouse personnel. • Working knowledge of Microsoft Excel at a basic to intermediate level. • Experience using HubSpot or a comparable CRM or documentation platform. • Solid computer proficiency, including document management and general business software. • Ability to work effectively in a fully onsite and structured office environment.