Operations Coordinator

The Operations Coordinator supports the daily flow of orders from entry through delivery and payment. This role coordinates retail and wholesale orders, works closely with drivers and warehouse staff to ensure accurate and timely fulfillment, and manages accounts receivable functions, including processing customer payments. This position serves as the primary liaison between production, warehouse, drivers, retail locations, and wholesale customers to ensure orders are accurate, complete, and delivered on time.

The ideal candidate is highly organized, detail-oriented, thrives in a fast-paced environment, and can effectively prioritize multiple deadlines while maintaining exceptional customer service.

Essential Duties & Responsibilities

Order Management

• Process and coordinate daily retail and wholesale orders using company systems.
• Prepare daily fruit and green production reports based on retail order requirements.
• Verify shipping dates and ensure order accuracy before processing.
• Review all orders for inventory availability and remove out-of-stock items as necessary.
• Release and finalize daily pull orders for warehouse fulfillment.
• Print daily production worksheets and supporting documentation for warehouse teams.

Wholesale Customer Support

• Monitor wholesale email inbox and process incoming customer orders.
• Coordinate will-call and wholesale pickup requests.
• Communicate with customers regarding product availability and recommend substitutions when necessary.
• Ensure customer orders meet established order cut-off times.
• Maintain positive relationships through timely and professional communication.

Delivery & Logistics Coordination

• Prepare daily delivery routes and driver paperwork.
• Coordinate retail store, wholesale, and special delivery schedules.
• Assign wholesale deliveries to appropriate driver routes.
• Verify delivery quantities, crate requirements, and route accuracy.
• Ensure all delivery information is uploaded correctly into delivery management software.
• Prepare route sheets and delivery documentation for drivers.

Inventory & System Management

• Monitor inventory availability and update orders accordingly.
• Confirm out-of-stock items with production before removing products from customer orders.
• Update inventory data throughout the day.
• Process sales invoices and sales credit memos prior to end of business.
• Maintain accurate information within Nav and LaceUp systems.

Driver Support

• Review completed driver routes for discrepancies.
• Update delivery routes based on operational needs.
• Provide drivers with next-day route sheets, delivery paperwork, and customer documentation.
• Coordinate with warehouse personnel regarding pull sheets and product labeling.

Cross-Functional Coordination

• Work closely with Production, Warehouse, Retail Operations, and Drivers to ensure timely order fulfillment.
• Coordinate with internal departments regarding inventory shortages and delivery changes.
• Assist in maintaining daily operational reports and documentation.

Knowledge, Skills & Abilities

• Order processing
• Logistics coordination
• Route planning
• Inventory management
• Customer service
• ERP software proficiency
• Microsoft Excel
• Data entry accuracy
• Time management
• Team collaboration
• Critical thinking
• Multitasking in a fast-paced environment

Physical Requirements

• Ability to sit for extended periods while working on a computer.
• Occasionally lift up to 20 pounds.
• Frequent use of computers, phones, and office equipment.
• Ability to work in a fast-paced office and warehouse environment.

Success in This Role

A successful Retail & Wholesale Order and Delivery Coordinator consistently:

• Ensures orders are processed accurately and on time.
• Communicates proactively with customers regarding order changes.
• Maintains accurate inventory and delivery information.
• Supports drivers with organized and complete route documentation.
• Builds strong relationships across operations, production, and retail teams.
• Identifies and resolves issues before they impact deliveries or customer satisfaction.

Qualifications

• High school diploma or GED required; associate degree preferred.
• 2+ years of experience in order management, logistics, distribution, customer service, or supply chain operations.
• Experience working in food manufacturing, grocery distribution, retail operations, or wholesale distribution preferred.
• Experience with ERP systems (Navision, Microsoft Dynamics, SAP, etc.) preferred.
• Strong Microsoft Excel proficiency.
• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Ability to prioritize multiple deadlines simultaneously.
• Exceptional attention to detail and accuracy.
• Customer-focused mindset with strong problem-solving abilities.