Operations Coordinator/Logistics specialist

The Project Operations Coordinator plays a crucial role in ensuring the smooth and efficient execution of project-related sales orders and logistics. This position is responsible for managing the entire sales order lifecycle, from entry and revision in the ERP system to shipment coordination, and return material authorization (RMA) processing. The Project Operations Coordinator collaborates closely with internal teams, including Sales, Planning, Engineering, Projects, Controls, and Warehouse, as well as external customers and logistics providers, to ensure timely delivery and customer satisfaction. This role requires strong organizational skills, attention to detail, and excellent communication abilities.

Duties and Responsibilities;

Sales Order Management:

Accurately enter sales orders into the ERP system and submit them for approval.

Manage and process sales order revisions and updates as needed.

Maintain accurate and up-to-date sales order data within the ERP system.

Shipping and Logistics Coordination:

Oversee and track past due shipments, proactively addressing any potential delays.

Create shipping documents and manage the shipping process.

Contact customers to inform them of parts readiness for pickup or shipment.

Generate reports for new shipments to track progress and identify potential issues.

Coordinate crating requests with external vendors.

Verify weights and dimensions with the warehouse team to ensure accurate packing lists and commercial invoices.

Edit and finalize packing lists and commercial invoices.

Compliance and Documentation:

Conduct End-User Certificate (EUC) checks for internal company orders to ensure compliance with export regulations.

Customer and Vendor Communication:

Serve as a primary point of contact for customers and logistics companies, providing timely updates and resolving any inquiries or issues.

Return Material Authorization (RMA) Processing:

Manage the RMA process, including receiving, processing, and tracking returned materials.

Other Duties:

Perform other related tasks as assigned from time to time by the manager and senior staff.

Education and Experience:

A bachelor's degree in Business Administration, Supply Chain Management, Logistics, International Trade, or a related field is required.  Alternatively, relevant work experience in a related field may be considered in lieu of a degree.  All candidates must possess a high school diploma or equivalent.

2-3 years of experience in logistics, operations, manufacturing or a related field.

Relevant internship experience may be considered in lieu of full-time work experience.

Knowledge and abilities:

Strong organizational and time-management skills: Ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.

Excellent communication skills (written and verbal): Ability to communicate effectively with internal teams, customers, and vendors.

Attention to detail and accuracy: Ability to ensure data accuracy and prevent errors in order processing and documentation.

Proficiency in Excel for reporting and data analysis.

Problem-solving and analytical skills: Ability to identify and resolve issues related to orders, shipments, and customer inquiries.

Customer service orientation: Ability to provide excellent customer service and build positive relationships.