Operations Coordinator

Job Description

Job Description

OPERATIONS COORDINATOR – FULL TIME POSITION

Title:

Operations Coordinator

Department:

Operations, Portland Facility

Reports To:

General Manager, CW Moonstruck

Direct Report(s):

None

Classification:

Regular

FLSA Status:

Non-Exempt

Benefits Eligible:

Yes

Job Type:

Full-Time

Job Description

Position Overview

The Operations Coordinator supports reliable, cost-effective operations by planning material and supply needs, coordinating purchasing, maintaining inventory controls, and improving vendor performance. A core purpose of this role is to deliver measurable supply-chain savings: lowering the cost of routine ingredients, packaging, production supplies, and other recurring purchases while preventing avoidable rush fees, expedited freight, stockouts, and production delays. The role also provides production-planning, supplier-verification, customer-service, and administrative support across the operation.

Compensation and Benefits

•   Annual salary range of $60,000 to $65,000, depending on experience and skills.

•   Employer-sponsored medical and dental insurance, with the company contributing toward premium costs; employee contributions are required.

•   Company-sponsored 401(k) retirement plan.

•   15 days of paid time off per year.

•   Benefit eligibility, enrollment timing, plan terms, and employee contribution amounts are governed by current company policies and benefit-plan documents.

Core Accountability: Supply-Chain Savings and Cost Control

•   Own an active cost-savings pipeline for recurring ingredients, packaging, sanitation items, office supplies, and other routine purchases; prioritize high-spend and frequently purchased categories.

•   Benchmark pricing, obtain competitive quotes, negotiate vendor terms, and use volume commitments, order consolidation, alternate specifications, and approved substitute sources to reduce total landed cost without compromising food safety, quality, or service.

•   Prevent rush fees, premium freight, emergency purchases, and production interruptions through disciplined forecasting, reorder points, purchasing calendars, lead-time tracking, and timely escalation of supply risks.

•   Track and report savings, cost avoidance, price changes, rush fees, freight premiums, stockouts, and vendor service issues. Maintain documentation showing the baseline, action taken, and realized or projected financial impact.

•   Review invoices and purchase-order pricing for accuracy; investigate discrepancies, unexpected surcharges, minimum-order penalties, and unfavorable freight charges.

•   Recommend sourcing changes and process improvements using clear cost, quality, lead-time, and risk comparisons.

Planning, Purchasing, and Inventory Control

•   Translate forecasts, open orders, production schedules, and known projects into timely purchase plans for ingredients, packaging, components, and operating supplies.

•   Create and maintain purchase orders, expected delivery dates, order confirmations, and receiving follow-up; communicate delays or shortages before they disrupt production.

•   Establish and maintain PAR levels, reorder points, safety-stock targets, lead times, and minimum-order quantities for routine materials.

•   Monitor inventory levels and usage trends, support accurate cycle counts, investigate variances, and reduce both stockouts and excess or obsolete inventory.

•   Coordinate substitutions or alternate sources with Quality, R&D, Production, and management before purchase or use.

•   Support production planning by confirming material availability, identifying constraints, and coordinating priorities with Production, Sales, and Operations.

Vendor Management and Supplier Verification

•   Maintain an organized approved-vendor and item database, including contacts, pricing, specifications, lead times, payment terms, minimums, freight terms, and current documentation.

•   Help qualify and onboard suppliers; obtain required food-safety, allergen, insurance, specification, and compliance documents and keep records current.

•   Conduct routine vendor performance reviews covering price, quality, fill rate, on-time delivery, responsiveness, and corrective-action follow-through.

•   Build productive supplier relationships while maintaining competitive tension and appropriate backup sources for critical items.

Operations and Administrative Support

•   Provide limited phone and customer-service coverage, route requests appropriately, and follow through on operational questions.

•   Prepare reports, trackers, meeting notes, purchasing records, and other operational documentation accurately and on time.

•   Support the General Manager, CW Moonstruck with cross-functional projects, process documentation, scheduling, and follow-up on assigned action items.

•   Participate in continuous-improvement efforts involving workflow, purchasing controls, inventory accuracy, supplier reliability, and waste reduction.

•   Perform other duties reasonably related to the role as assigned.

Performance Measures

•   Documented annualized savings and cost avoidance from sourcing, negotiation, specification, and ordering improvements.

•   Reduction in rush fees, expedited freight, emergency purchases, stockouts, and production delays caused by material availability.

•   Purchase-price performance and total landed-cost improvement in targeted recurring categories.

•   Inventory accuracy, PAR-level adherence, on-time ordering, supplier on-time delivery, and documentation completion.

•   Clear, timely communication of risks, decisions, and results to management and affected departments.

Supervision Received

This position reports to the General Manager, CW Moonstruck. Priorities will be established through operating plans, production needs, purchasing deadlines, and assigned improvement projects. The employee is expected to manage routine responsibilities independently, escalate risks promptly, and provide regular results reporting.

Education and Experience

•   High school diploma or equivalent required; associate or bachelor degree in supply chain, operations, business, or a related field preferred.

•   Two or more years of experience in purchasing, inventory control, production planning, supply chain, operations coordination, or a related role preferred.

•   Experience in food manufacturing, consumer packaged goods, or another regulated production environment strongly preferred.

•   Demonstrated experience obtaining quotes, negotiating pricing, analyzing costs, or preventing expedite expenses is preferred.

Qualifications

Qualifications and Skills

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

•   Strong purchasing judgment and a practical understanding of price, freight, lead time, minimum order quantity, carrying cost, quality, and service tradeoffs.

•   Ability to analyze spend and usage data, compare supplier proposals, calculate savings, and present concise recommendations.

•   Excellent organization, follow-through, attention to detail, and ability to manage multiple deadlines in a fast-paced environment.

•   Clear written and verbal communication skills and the confidence to follow up with vendors and internal stakeholders.

•   Proficiency with Microsoft Excel, Word, Outlook, and Teams; experience with inventory, purchasing, Smartsheet, ERP, or accounting systems preferred.

•   Working knowledge of basic business math, unit-of-measure conversions, inventory counts, and spreadsheet formulas.

•   Ability to handle confidential pricing, vendor, and business information appropriately.

•   Collaborative, resourceful, and comfortable moving between office work, vendor communication, and the production floor.

Physical and Vision Requirements

•   Regularly work at a computer, communicate by phone and email, and review detailed purchasing and inventory records.

•   Frequently walk through production and storage areas and occasionally stand for extended periods.

•   Frequently lift or carry up to 25 pounds and occasionally up to 50 pounds, with assistance when appropriate.

•   Ability to read labels and documents, distinguish colors, judge distances, and focus at near and far ranges.

Work Environment

This role works primarily in an office and food-manufacturing environment and regularly enters production and warehouse areas. The employee may encounter production noise, moving equipment, cold storage, allergens, and other conditions typical of a food-production facility. Required safety and GMP practices must be followed at all times and will be mandatory training upon hiring.

Travel

Local travel for supplier visits, errands, or off-site storage may be required occasionally, generally less than 10% of working time.

Work Hours

This is a full-time position with a standard work schedule. Overtime or schedule flexibility may occasionally be required during peak seasons, inventory events, launches, or urgent operational needs.

Additional Licenses or Certificates

None required. Food-handler or relevant supply-chain credentials are helpful but not required.