Position Summary
The Operations & Business Coordinator is a cross-functional business support role responsible for helping the company operate smoothly across customer service, sales support, order processing, purchasing, production coordination, shipping, accounting support, employee relations, payroll administration, bookkeeping, and general office operations. This position serves as a central coordination point between customers, vendors, shop personnel, management, accounting, and administration to ensure accurate information flow, timely follow-up, organized records, and reliable execution of daily business processes.
Essential Responsibilities
Operations, Customer, and Sales Coordination
· Answer customer calls and emails professionally, ensuring customer questions, concerns, and order updates are handled promptly.
· Help prepare customer quotes, pricing information, business agreements, company forms, and customer-facing documentation.
· Process customer orders after purchase orders are received, including sales order creation, invoice coordination, and documentation accuracy.
· Review orders before production to confirm purchase order details, pricing, revisions, customer requirements, and production documentation are complete and accurate.
· Maintain organized customer files, job records, production documentation, and administrative records so information is accurate, accessible, and current.
Production, Purchasing, Vendor, and Shipping Support
· Coordinate with shop personnel and management regarding production schedules, material needs, parts availability, job priorities, and customer delivery commitments.
· Purchase materials and monitor inventory levels to help ensure production has needed materials without unnecessary overstocking.
· Work with vendors to resolve purchasing, delivery, backorder, lead-time, quality, or material issues with minimal impact to production schedules.
· Coordinate shipping paperwork, delivery schedules, shipment communication, and related documentation to support accurate and timely deliveries.
· Identify and escalate early warning risks, including supplier delays, incomplete documentation, customer concerns, material shortages, or schedule conflicts.
Accounting, Payroll, Bookkeeping, and Administrative Support
· Process customer invoices, billing documentation, vendor payment information, and accounting-related records accurately and on time.
· Track customer payments, assist with accounts receivable follow-up, and support healthy cash flow through organized documentation and communication.
· Assist with bookkeeping functions, including maintaining transaction records, supporting reconciliations, organizing receipts, preparing reports, and coordinating information needed for financial review.
· Support payroll functions, including collecting and reviewing timekeeping information, coordinating payroll changes, maintaining payroll-related records, and communicating payroll questions or corrections to management or the payroll provider.
· Assist with accounting reports, business records, filing, administrative tracking, and recurring office documentation as needed.
Human Resources and Employee Relations Support
· Support employee relations by helping maintain professional communication, assisting with employee questions, documenting routine workplace matters, and escalating sensitive issues to management promptly.
· Assist with onboarding, employee records, policy acknowledgments, handbook documentation, training forms, performance documentation, and other HR-related administrative processes.
· Help maintain confidential employee files, payroll records, attendance information, PTO records, and HR documentation in an organized and secure manner.
· Coordinate with management on employee communications, corrective action documentation, policy rollouts, workplace expectations, and follow-up items.
· Maintain appropriate confidentiality and professionalism when handling personnel, payroll, compensation, and employee-relations information.
Process Improvement and Cross-Functional Coordination
· Identify opportunities to improve office workflows, documentation accuracy, handoffs, checklists, standard work, and communication between departments.
· Assist management with operational planning, special projects, reporting, internal follow-up, and company initiatives.
· Help train or assist team members on office procedures, documentation standards, communication routines, and administrative processes when needed.
· Keep Sales, Engineering, Purchasing, Manufacturing, Shipping, Accounting, Human Resources, and Management aligned through timely communication and reliable follow-through.
Required Qualifications
· Prior experience in office administration, operations coordination, customer service, accounting support, bookkeeping, payroll support, HR administration, or a related business support role.
· Strong organizational skills with the ability to manage multiple priorities, follow up on open items, and maintain accurate records.
· Professional communication skills for working with customers, vendors, employees, shop personnel, and management.
· High attention to detail in order processing, documentation, invoicing, payroll records, employee records, and financial information.
· Ability to handle confidential company, financial, payroll, and employee-relations information with discretion.
· Working knowledge of Microsoft Office tools and ability to learn company systems, accounting software, MRP/ERP tools, and business databases.
Performance Expectations
· Orders, purchase orders, invoices, payroll records, employee records, and customer files are processed accurately and on time.
· Customers, vendors, shop personnel, and management receive timely communication and clear follow-up.
· Production delays are reduced through proactive purchasing coordination, vendor follow-up, documentation readiness, and early risk escalation.
· Accounts receivable, bookkeeping support, and payroll-related documentation are organized, current, and reliable.
· HR and employee-relations matters are handled professionally, confidentially, and in coordination with management.
· Office workflows, checklists, and standard work improve over time to reduce errors, wasted time, and repeated issues.
Physical and Work Environment Requirements
This position is primarily office-based and requires regular use of a computer, phone, business systems, filing systems, and standard office equipment. The role may require periodic interaction with shop, shipping, receiving, and production areas to coordinate materials, order status, documentation, and operational follow-up.
Join us in this exciting role where your energy and expertise will drive operational excellence! We value proactive problem-solvers who thrive on organization and teamwork. If you’re ready to make a difference in a vibrant workplace that encourages growth and development—apply today!
Pay: $47,840.00 - $52,000.00 per year
Benefits:
Experience:
- Bookkeeping: 3 years (Required)
- Human resources management: 3 years (Required)
- Purchasing: 3 years (Required)
- Sales Coordination: 3 years (Required)
- Cross Functional Coordination: 3 years (Required)
Ability to Commute:
- Ormond Beach, FL 32174 (Required)
Work Location: In person
