Operations Coordinator

Operations CoordinatorCompany Perks & Benefits • $24.00 - $30.00 per hour depending on experience • $500 employment bonus after 6 months and $500 employment bonus after 12 months of employment • $500 60-day sign-on bonus • Up to 128 hours of Paid Time Off Annually to start (13 days) • 9 Paid Holidays Annually • Medical, Dental, and Vision Benefits • 401(k) with Employer matchThe RoleThis role provides clerical, administrative, and operational support to the daily functions of the branch. Responsibilities include answering and directing customer and employee inquiries, processing sales orders, preparing invoices and shipping documentation, completing driver settlements and reconciliations, resolving customer issues, maintaining reports and databases, and performing general office support activities. The position also maintains accurate records and spreadsheets, delivers high-quality customer service to both internal and external customers, and assists with coordinating meetings and other branch activities.What You'll DoCustomer Service & Order ManagementAnswer telephone calls from customers, shippers, sales representatives, and managers, directing inquiries to the appropriate party as needed.Take and process sales orders (internal and external) through the order processing system.Assist in resolving customer issues and inquiries in a timely and professional manner.Provide superior customer service to both internal and external customers.Sales & Administrative SupportMaintain internal sales databases and Excel spreadsheets to ensure accuracy and current information.Generate and prepare sales-related reports using Margin Minder, Microsoft Excel, and PowerPoint.Analyze data and compile statistical information to support sales management in achieving volume, financial, and distribution goals.Assist with day-to-day administrative and clerical tasks, including filing, scheduling, and mail distribution.Interact regularly with employees, management, and cross-functional teams.Logistics, Shipping & DocumentationProduce invoices, bills of lading, and other shipping documentation for customer orders and inventory transfers between branch warehouses.Manage Hot Shot and sample order documentation, communication, proof of delivery, reconciliation, and accounting support as required.Maintain proof of delivery documentation and ensure accurate recordkeeping.Accounts Receivable & Financial ReconciliationComplete end-of-day driver settlements, including accounts receivable reconciliation and proof of delivery verification.Perform daily reconciliation and documentation processes to ensure financial accuracy and compliance.Reporting & Business AnalyticsPerform basic reporting functions to support operational and sales activities.Prepare and distribute reports that provide insights into sales performance, inventory movement, and distribution metrics.Support data-driven decision-making through analysis and reporting of key business information.Event & Meeting CoordinationAssist in coordinating and organizing monthly sales meetings, supplier meetings, special events, and other business functions.Support meeting logistics, communications, and administrative preparation activities.Functional AssignmentsCustomer Service & Order Management SupportPalletize/Dynamic Reroute DeliveriesInventory Counts (A, B, and C Counts, as assigned)Communicate with Operations Supervisor, Sales Manager, Drivers, and Sales RepresentativesWill Calls, Hot Shots, and Samples: Process, Create, Coordinate, Assist with Handling, and PickupAssist with Customer Issues, including Payments, Credits, Claims, and Tracking Credit ClaimsSales & Administrative SupportOffice Administrator and Receptionist for the WarehouseBudNet AdministrationDaily Mail, UPS, and FedEx SortingDaily Deposit Preparation for Loomis PickupVendor Bill-Back ProcessingPOD Encompass UpdatesQuality Control (QC) and Recall Product Coordination Support (Dispositions)Bin Management Reconciliation Support (Strip and Breakage)Repack Inventory Management SupportEnd-of-Day Driver Reconciliation Process (Encompass Load Sheets and Deposits)Taste of the Month CoordinationLogistics, Shipping & DocumentationRepack Raw Material Management SupportInbound and Outbound Container Tracking SupportAssist with and Organize BOL and Freight Scheduling for the Warehouse and DriversPrepare Cooperage Transfers and All Other TransfersBudNet: Track Incoming Containers and InventoryPallet Tracking Program Allocations (CHEP, Coke, AB)Accounts Receivable & Financial ReconciliationInvoice Credit ReconciliationAccounts Receivable (AR) Delinquency Management SupportNew Customer Setup Processing SupportSpecific Coca-Cola ResponsibilitiesCooler and Fountain Customer Service Calls, Service, and Repair SchedulingDispatcher for Technicians and CoolersCooler and Fountain Consumable Parts Inventory ControlCooler and Fountain Equipment Inventory ControlKey Point of Contact for Kona Coca-ColaFleet Management Support for Technician Service Vans and TrucksCoordinate PTO Coverage and Support for Operations SupervisorsAssignments may be modified or combined based on operational and business requirements.Reporting RelationshipsReports To: Operations Manager or Operations SupervisorDirect Reports: NoneKey Partners: Operations Manager/Supervisor, Transport Manager/Supervisor, Delivery Manager/Supervisor, Warehouse Manager/Supervisor, Local Branch Manager, Sales Managers, Sales Representatives, CustomersWhat We're Looking ForEducation & ExperienceRequired: Minimum of 2-3 years of related experience.PreferredHigh school diploma or General Education Degree (GED) preferredRelated experience or training in customer service; or equivalent combination of education and experience.Beverage distribution support experience a plus.Knowledge, Skills & AbilitiesStrong interpersonal, communication, and relationship-building skills with the ability to work effectively across all levels of the organization.Excellent written and verbal communication skills, with the ability to convey information clearly and professionally.Strong problem-solving, critical thinking, and conflict-resolution abilities.Demonstrated poise, tact, and diplomacy when managing employee, customer, or business-related matters.Strong organizational skills with exceptional attention to detail and accuracy.Ability to manage multiple priorities simultaneously, meet deadlines, and adapt to changing business needs.Self-motivated with the ability to work independently while contributing to a collaborative team environment.Proficient in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.Experience utilizing business systems, databases, and technology platforms to maintain accurate records and generate reports.Ability to analyze information, identify trends, and develop practical solutions to support business objectives.Strong customer service orientation with the ability to build and maintain positive working relationships with internal and external stakeholders.Working ConditionsWork is primarily performed in a professional office environment or assigned operational location and may consist of going into the warehouse occasionally.Occasional travel may be required depending on assignment.The work environment is generally moderate in noise level.Physical RequirementsThe physical demands described are representative of those required to successfully perform the essential functions of this position.Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the job.Regularly required to sit, stand, and walk throughout the workday.Frequently uses hands and fingers to operate a computer, keyboard, mouse, telephone, and other standard office equipment.