Operations Support Coordinator

This role serves as the central communication and coordination point between customers, suppliers, and internal teams. It combines customer-facing service, order tracking, repair intake, and ERP-driven workflow management. The position ensures that all inbound, outbound, and repair-related activities move smoothly through the organization with accuracy, urgency, and clear communication.

Key Responsibilities

· Customer-Facing Communication — Provide timely, professional, and clear updates to customers regarding order status, repair progress, and any required follow-up information.

· Inbound Supplier Purchase Order Tracking — Monitor all supplier POs, confirm delivery timelines, and communicate delays or discrepancies to internal teams.

· Outbound Customer Order Tracking — Track daily sales orders and outbound shipments, ensuring accuracy, on-time delivery, and proper documentation. Communicate any delays to customers, sales, and service teams.

· Manage Incoming Repair Receipts — Receive incoming industrial pumps for repair, verify customer information, document condition, and ensure proper intake procedures are followed. Complete all receiving paperwork for repair items, maintaining compliance with internal processes and audit requirements.

· Production Order Creation — Open and manage production orders for all incoming pump repairs, ensuring correct routing, job setup, and internal visibility.

· Cross-Team Coordination — Communicate order status, repair updates, and workflow changes promptly to sales, service, production, and management.

· Multitasking in a Fast-Paced Environment — Manage multiple orders, repairs, and communication threads simultaneously without sacrificing accuracy or professionalism.

· Process Improvement Support — Identify workflow bottlenecks and recommend improvements to enhance speed, accuracy, and customer experience.

· Maintain Service Labor Hour Input — Receive and maintain daily job time cards and accurately enter into the system for labor tracking reports.

Required Skills & Qualifications

· Strong interpersonal and customer-facing communication skills.

· Experience with a production management ERP system is preferred. Willing to train.

· Ability to multitask effectively in a fast-paced environment.

· High attention to detail and strong organizational skills.

· Proficiency with Microsoft Office products.

· Ability to collaborate across departments and maintain positive working relationships.

· Familiarity with industrial equipment or repair workflows is helpful but not required.

What Success Looks Like

· Customers receive clear, timely, and accurate communication.

· All orders—supplier, customer, and repair—are tracked and updated without gaps.

· Production orders are opened correctly and on time.

· Repair intake and documentation are consistent, complete, and audit-ready.

· The flow of information is smooth, predictable, and proactive rather than reactive.