Customer & Operations Assistant
Location: Hoboken, NJ
Department: Customer Service / Operations
Reports To: Operations Manager
About Pan American Coffee Co.
Founded in 1961, Pan American Coffee Co. is a family-owned, women-owned, and minority-owned coffee manufacturer with over 65 years of experience serving the retail, foodservice, and private label industries. We proudly produce premium coffee products for some of the nation's leading retailers and distributors while maintaining our commitment to quality, innovation, and exceptional customer service.
We are seeking a highly organized, detail-oriented Customer & Operations Assistant to support our customer service, procurement, supply chain, and administrative functions. This role is ideal for someone who enjoys working in a fast-paced manufacturing environment and collaborating with multiple departments to ensure outstanding customer satisfaction and operational efficiency.
Position Summary
The Customer & Operations Assistant serves as a key liaison between customers, vendors, sales, production, warehouse, and accounting. This position is responsible for managing customer orders, coordinating purchasing activities, supporting inventory and supply chain operations, assisting with accounts receivable and payable functions, and providing general administrative support.
The ideal candidate is proactive, highly organized, customer-focused, and comfortable managing multiple priorities while maintaining a high level of accuracy.
Key Responsibilities1. Order Processing & Management
- Enter and manage customer purchase orders and sales orders accurately.
- Review orders for pricing, product availability, and shipping requirements.
- Coordinate order fulfillment with production and warehouse teams.
- Prepare shipping documentation, bills of lading, packing lists, and related paperwork.
- Monitor order status and proactively communicate updates to customers.
- Resolve order discrepancies promptly and professionally.
2. Customer Service
- Serve as the primary point of contact for customer inquiries regarding orders, products, deliveries, and account information.
- Build strong relationships through responsive, professional communication.
- Assist with new customer onboarding, including account setup and documentation.
- Coordinate with internal departments to resolve customer concerns efficiently.
- Maintain accurate customer records within company systems.
3. Account Management
- Assist with invoice generation and customer billing.
- Monitor outstanding invoices and coordinate payment follow-up when necessary.
- Prepare customer account statements and resolve billing discrepancies.
- Support accounts receivable and accounts payable processes as assigned.
- Maintain organized financial and customer documentation.
4. Supply Chain & Procurement Support
- Assist in purchasing raw materials, packaging, and operational supplies.
- Prepare and submit purchase orders to vendors.
- Monitor supplier deliveries and communicate potential delays.
- Maintain inventory records and assist with inventory reconciliation.
- Coordinate with warehouse and production teams to ensure adequate inventory levels.
- Develop and maintain positive relationships with suppliers and vendors.
5. Administrative Support
- Maintain electronic and physical filing systems.
- Prepare reports, spreadsheets, and operational documentation.
- Assist with data entry and record maintenance.
- Coordinate meetings, schedules, and internal communications.
- Support special projects and cross-functional initiatives.
- Perform additional administrative duties as assigned.
QualificationsRequired
- High school diploma or equivalent (Associate's or Bachelor's degree preferred).
- Excellent written and verbal communication skills.
- Strong organizational and time management abilities.
- Exceptional attention to detail and accuracy.
- Proficiency in Microsoft Office (Excel, Word, Outlook).
- Ability to multitask in a fast-paced environment.
- Strong problem-solving and critical-thinking skills.
- Professional and customer-focused attitude.
- Ability to work independently and collaboratively.
Preferred
- Bilingual (English and Spanish).
- Experience with NetSuite ERP.
- Experience using SPS Commerce.
- Previous experience in customer service, purchasing, logistics, manufacturing, or supply chain.
- Experience working in a food manufacturing or consumer packaged goods (CPG) environment.
Skills & Competencies
- Customer relationship management
- Order processing
- Procurement and purchasing
- Inventory coordination
- Administrative support
- ERP systems
- Supply chain coordination
- Communication and interpersonal skills
- Organization and prioritization
- Analytical thinking
- Team collaboration
- Adaptability in a changing environment
What We Offer
- Competitive compensation
- Paid time off and holidays
- Health benefits (where applicable)
- Professional development opportunities
- Collaborative and supportive team environment
- Opportunity to grow within a well-established family-owned company
Why Join Pan American Coffee Co.?
At Pan American Coffee Co., every employee plays an important role in delivering exceptional products and service to customers across the country. We value teamwork, integrity, innovation, and continuous improvement. If you're looking for a career where you can grow professionally while making a meaningful impact on a dynamic and growing organization, we'd love to hear from you.
Pay: $47,009.60 - $60,130.92 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
Work Location: In person
