Entry-Level Operations Coordinator Position Overview
We are seeking an organized, dependable, and motivated Entry-Level Operations Coordinator to support the daily operations and sales activities of our growing company.
This is an excellent opportunity for someone early in their career who wants to gain hands-on experience in business operations, sales support, customer service, inventory, logistics, bookkeeping administration, marketing programs, and product registrations.
The Operations Coordinator will work closely with company leadership and assist with communication among customers, suppliers, distributors, warehouses, the sales team, and outside service providers. Training will be provided on company procedures, products, systems, and industry requirements.
The ideal candidate is detail-oriented, comfortable learning new responsibilities, and willing to ask questions. Previous experience in all areas of the position is not required. We are primarily looking for someone who is reliable, communicates well, stays organized, and follows through on assigned tasks.
This is an operations-focused position with some customer-facing and sales-support responsibilities. It is not primarily a commission-based sales role, but the candidate should be comfortable speaking with customers, following up on requests, and helping the sales team stay organized.
Key ResponsibilitiesBusiness Operations
- Assist with daily administrative and operational activities
- Maintain organized company files, records, spreadsheets, and shared folders
- Enter and update information in company systems
- Track deadlines, outstanding tasks, renewals, and follow-up items
- Prepare basic spreadsheets, reports, presentations, and business documents
- Help coordinate communication among management, sales, accounting, suppliers, warehouses, and outside partners
- Follow up on assigned tasks and provide updates to management
- Help identify missing information, delays, or discrepancies
- Assist with special projects and new business initiatives
- Handle confidential company and financial information professionally
Ordering, Inventory, and Logistics
- Assist with preparing and submitting purchase orders
- Enter and update customer and supplier orders
- Track orders from placement through shipment and delivery
- Communicate with suppliers, warehouses, freight companies, customs brokers, and distributors
- Maintain inventory and product-availability records
- Monitor expected production, shipment, and delivery dates
- Provide inventory and shipment updates to management and the sales team
- Follow up on delayed, incomplete, damaged, or incorrect shipments
- Help collect information regarding shortages, damages, and invoicing discrepancies
- Assist with identifying products and supplies that may need to be reordered
- Maintain organized shipping and receiving documentation
Sales Support and Customer Coordination
- Assist the sales team with customer information, sales reports, presentations, pricing sheets, and product materials
- Maintain accurate customer, distributor, supplier, and prospect records
- Enter account notes, sales activity, and follow-up items into the company’s CRM or tracking system
- Help organize sales leads and customer opportunities
- Schedule customer meetings, presentations, tastings, and sales appointments
- Coordinate product samples, marketing materials, and customer documents
- Respond to routine customer and distributor questions
- Follow up with customers regarding samples, appointments, product information, order status, and outstanding requests
- Assist with basic customer and prospect outreach by email or telephone
- Help prepare sales proposals and customer presentations
- Track commitments made to customers and help ensure internal follow-through
- Communicate customer feedback and requests to the appropriate salesperson or manager
- Help ensure sales leads and customer requests receive timely responses
Marketing Support
- Assist with the coordination of customer and distributor marketing programs
- Organize promotional materials, product information, photographs, and sales assets
- Help prepare email campaigns, customer announcements, and basic promotional communications
- Track marketing deadlines, approvals, materials, and program requirements
- Coordinate the shipment or delivery of promotional materials and product samples
- Maintain organized records of active and completed marketing programs
- Assist with trade events, tastings, presentations, and other promotional activities
Accounting and Administrative Support
- Enter information into QuickBooks and other company systems
- Organize invoices, bills, receipts, purchase orders, and expense records
- Prepare bills and supporting documents for management review
- Assist with accounts payable and accounts receivable administration
- Track outstanding customer invoices and vendor payments
- Help identify missing or incorrect financial documentation
- Communicate with the company’s accountant or bookkeeper as directed
- Prepare basic sales, inventory, expense, and operational reports
- Maintain organized financial and administrative records
- Monitor payment and reporting deadlines
Product Registrations and Compliance
- Assist with product, brand, and supplier registrations
- Gather forms, labels, certificates, licenses, and supporting documents
- Help complete and submit registration paperwork as directed
- Track application status, approval dates, expiration dates, and renewals
- Maintain organized files for each supplier, brand, and product
- Follow up with suppliers, distributors, consultants, and government agencies as directed
- Help ensure registrations, permits, licenses, and certificates remain current
- Request missing product or compliance documents from suppliers and outside partners
Qualifications
- High school diploma or equivalent required; associate or bachelor’s degree is helpful but not required
- Zero to two years of experience in administration, customer service, sales support, operations, retail, hospitality, logistics, or a related area
- Strong organizational and time-management skills
- Good attention to detail and accuracy
- Clear written and verbal communication skills
- Professional and courteous when communicating with customers and business partners
- Willingness to learn new systems, procedures, and industry requirements
- Ability to manage several assignments with guidance from management
- Dependable, punctual, and consistent in following through on tasks
- Comfortable using email, calendars, shared documents, and spreadsheets
- Basic proficiency with Google Workspace or Microsoft Office
- Experience with QuickBooks, CRM systems, inventory software, or order-entry systems is helpful but not required
- Experience in beverage, wholesale distribution, consumer products, logistics, retail, or hospitality is a plus
- Ability to handle confidential information professionally
Ideal Candidate
The ideal candidate is an organized and reliable person who is interested in learning how a growing business operates.
This person does not need to arrive with experience in every responsibility listed. They should, however, be willing to learn, take notes, ask thoughtful questions, accept feedback, and follow established procedures.
The successful candidate will be comfortable switching between order entry, inventory tracking, customer follow-up, sales administration, marketing support, registration work, and general office responsibilities.
They should enjoy interacting with people and helping solve routine problems. As the candidate gains experience, they will have the opportunity to take greater ownership of accounts, projects, processes, and sales-support responsibilities.
Position Details
- Job title: Entry-Level Operations Coordinator
- Employment type: Full-time
- Reports to: Owner/President
- Location: Bushwick
- Schedule: 8-5 or 9-6 with one hour lunch break
- Compensation: $17 per hour
What We Offer
- Training on company systems, products, and procedures
- A hands-on introduction to multiple areas of business
- Direct experience in operations, sales, marketing, inventory, logistics, finance, and compliance
- Regular interaction with company leadership
- Opportunities to develop professional and customer-facing skills
- Increasing responsibility and advancement opportunities based on performance
- A practical, entrepreneurial, and collaborative work environment
To apply, please submit your résumé and a brief explanation of why you are interested in learning about business operations, sales support, and customer coordination.
Pay: $17.00 - $18.00 per hour
Work Location: In person
