Job Title: Operations Support Coordinator
Job Status: Full-Time Employee
Department: Operations / Quality / Customer Support
Reports To: Materials Manager (dotted line to Quality Manager)
Position Summary
The Operations Support Coordinator serves as a central support role bridging Customer Service, Quality, and Operations. This position is responsible for managing customer order flow, supporting shipping and administrative functions, and coordinating quality documentation including PPAP submissions and customer compliance requirements.
This role ensures customer expectations are met while maintaining accurate documentation, supporting internal processes, and driving communication across departments.
Essential Duties and Responsibilities
Customer Service & Order Management
- Provide excellent customer service via phone and email, handling incoming inquiries and communications
- Consult with customers to provide product information, pricing, delivery updates, and resolve concerns
- Enter incoming orders, maintain quotes, and ensure timely response to all customer communications
- Track shipments against schedule and proactively communicate delays or changes
- Manage all order-related documentation including acknowledgements and updates
- Research and respond to customer requests regarding shipments, releases, and order status
- Support the sales team with required documents, reports, and spreadsheets
- Maintain accurate filing systems for orders, changes, and shipments
- Perform annual customer file review, cleanup, and organization
- Exercise independent judgment in handling customer issues when supervision is unavailable
Shipping & Operations Support
- Serve as backup support for shipping functions including packing slips, inventory adjustments, and shipment documentation
- Coordinate with production and materials teams to ensure alignment between order demand and shipment timing
- Assist in tracking and reporting key operational metrics weekly and monthly
- Support cross-functional communication to ensure smooth order-to-ship flow
Quality & PPAP Coordination
- Coordinate and track all PPAP (Production Part Approval Process) requirements for customer programs.
- Maintain customer-specific quality documentation, ensuring accuracy and completeness.
- Prepare and compile PPAP packages including dimensional results, certifications, and required documentation.
- Track submission timelines and ensure on-time completion of all customer quality requirements.
- Interface with Quality Engineers to gather required technical data and approvals.
- Manage customer portals for PPAP submissions and updates where applicable.
- Maintain organized records of all submitted and approved PPAPs.
- Support audit preparation by ensuring documentation is current and accessible.
- Assist in tracking customer complaints and quality-related documentation as needed.
General Administrative Responsibilities
- Prioritize and manage multiple tasks with minimal supervision
- Maintain high attention to detail across all documentation and data entry
- Identify opportunities for process improvement in customer service, quality tracking, and administrative workflows
- Support additional administrative and operational tasks as needed
This description outlines the general nature and level of work expected for this position and is not intended to be an exhaustive list of duties or responsibilities.
Required Qualifications
- Minimum 2 years of customer service, administrative, or manufacturing support experience
- Manufacturing environment experience preferred
- Strong understanding of order entry, shipping processes, and customer communication
- Proficient in Microsoft Word and Excel
- Strong data entry and organizational skills
- Excellent verbal and written communication skills
- Self-motivated with the ability to multitask and prioritize effectively
- High attention to detail and accuracy
Preferred Qualifications
- Experience with quality systems or PPAP processes (or ability to learn quickly)
- Experience with ERP systems (e.g., Tool$ or similar database systems)
- Familiarity with customer portals and compliance documentation systems
- AI Tool usage a plus
- Background in a high-mix, precision manufacturing environment
Key Success Traits
- Strong organizational and time management skills
- Ability to balance customer urgency with detailed quality documentation
- Effective cross-functional communicator
- Problem solver with a proactive mindset
- Comfortable working in a fast-paced, high-mix manufacturing environment
Position Impact
- Customer satisfaction and responsiveness
- Accurate and timely order processing
- Compliance with customer quality requirements
- Smooth coordination between customer service, quality, and operations
What We Offer
- Competitive compensation based on experience
- Medical, dental, and vision insurance
- 401(k) with company match
- Paid time off and holidays
- Stable work environment with opportunities for growth across departments
Pay: $24.00 - $28.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: In person
