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Key Responsibilities and Required Skills for OPS Coordinator

💰 $ - $

OperationsLogisticsCoordinationAdministrativeSupply Chain

🎯 Role Definition

This role requires an organized, proactive OPS Coordinator to support day-to-day operations, streamline processes, and serve as the connective tissue between front-line teams, suppliers, and internal stakeholders. The ideal candidate will manage scheduling, logistics, inventory tracking, and exception handling while driving continuous improvement of standard operating procedures (SOPs). This role requires strong communication, analytical ability, and experience with operational systems (ERP/WMS/CRM) to ensure consistent, measurable service delivery and operational efficiency.

Keywords: operations coordinator, ops coordinator, logistics coordinator, operations support, inventory control, process improvement, SOP, ERP, WMS, KPI tracking, cross-functional coordination

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant (Operations-focused)
  • Logistics Assistant / Warehouse Associate
  • Customer Service Representative with logistics exposure

Advancement To:

  • Operations Manager
  • Logistics Supervisor / Supply Chain Coordinator
  • Continuous Improvement Analyst / Process Improvement Lead

Lateral Moves:

  • Project Coordinator (Operations Projects)
  • Inventory Analyst
  • Client Services / Account Operations Specialist

Core Responsibilities

Primary Functions

  1. Coordinate daily operations across multiple teams and sites, ensuring schedules, shipments, and service windows are executed on time and within SLA targets, and escalating exceptions promptly to leadership.
  2. Manage inbound and outbound logistics workflows by coordinating carriers, scheduling pickups and deliveries, and tracking shipments end-to-end to maintain on-time delivery performance.
  3. Maintain accurate inventory records through cycle counts, reconciliation, and by partnering with warehouse staff to investigate discrepancies and implement corrective actions.
  4. Create, update, and enforce Standard Operating Procedures (SOPs) and process documentation to ensure consistent operational execution and support training for new hires.
  5. Serve as primary point of contact for internal stakeholders and external vendors for operational requests, clarifying requirements, negotiating timelines, and ensuring resolution of issues.
  6. Monitor key performance indicators (KPIs) — including on-time delivery, order accuracy, inventory days of supply, and return rates — and prepare weekly/monthly reports to drive data-informed decisions.
  7. Use ERP/WMS/CRM systems to enter transactions, update records, and generate reports; identify system data quality issues and coordinate fixes with IT or system administrators.
  8. Lead daily/weekly operational stand-ups to align cross-functional teams, prioritize workloads, review outstanding issues, and assign owners for action items.
  9. Plan and coordinate ad-hoc projects such as seasonal ramp-ups, special product launches, or new site activations, ensuring timelines, budgets, and stakeholders are effectively managed.
  10. Investigate and resolve operational exceptions (shortages, damaged goods, schedule conflicts), documenting root causes and preventive actions to minimize repeat occurrences.
  11. Coordinate returns, claims, and warranty processes with customer service and finance, ensuring appropriate documentation, follow-through, and timely customer communication.
  12. Support procurement and vendor management by tracking supplier performance, managing PO confirmations, and escalating supply constraints that impact operations.
  13. Manage staff schedules, shift patterns, and resource allocation to meet daily throughput targets while adhering to labor cost guidelines and local regulations.
  14. Facilitate audits and compliance activities (safety, quality, regulatory), prepare required documentation, and implement corrective action plans in response to audit findings.
  15. Implement small-to-medium process improvement initiatives (5S, lean practices, cycle time reduction) and measure impact on productivity or cost.
  16. Coordinate cross-border logistics and customs documentation where applicable, ensuring compliance with import/export regulations and accurate tariff classification.
  17. Maintain vendor and carrier relationships, negotiate service agreements or corrective actions, and participate in quarterly business reviews to improve service levels.
  18. Prepare clear, executive-level summaries for operations leadership highlighting trends, risks, and recommended mitigations for business continuity.
  19. Support budget tracking and cost control by monitoring transportation, labor, and inventory carrying costs and recommending efficiency opportunities.
  20. Ensure high levels of customer satisfaction by proactively communicating operational status, managing expectations during disruptions, and following through to resolution.
  21. Train and mentor junior operations staff on systems, processes, and best practices, fostering a culture of continuous learning and accountability.
  22. Coordinate IT and facilities requests (hardware, access, workstation setup, equipment repair) to minimize downtime and support a safe, productive workspace.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis.
  • Contribute to the organization's data strategy and roadmap.
  • Collaborate with business units to translate data needs into engineering requirements.
  • Participate in sprint planning and agile ceremonies within the data engineering team.
  • Assist with month-end operational close activities, including reconciling key operational metrics and providing supporting documentation to finance.
  • Support customer onboarding for new accounts, ensuring operational readiness, system configuration, and initial training are completed.
  • Conduct periodic vendor performance scorecards and assist with sourcing alternative vendors when performance drops below established thresholds.
  • Maintain and update operational dashboards and visualizations to improve transparency and decision making across teams.

Required Skills & Competencies

Hard Skills (Technical)

  • Advanced Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP, data cleansing) and comfortable creating ad-hoc operational reports.
  • Experience with ERP and/or WMS platforms (e.g., SAP, Oracle, NetSuite, Manhattan, Blue Yonder) to manage transactions and inventory records.
  • Familiarity with CRM systems (Salesforce, HubSpot) and order management workflows.
  • Hands-on knowledge of logistics systems and carrier portals for booking and tracking shipments.
  • Basic SQL or data query skills (descriptive queries) to extract operational datasets for analysis.
  • Experience building dashboards and visualizations in Power BI, Tableau, or Google Data Studio.
  • Understanding of inventory management methodologies (FIFO/LIFO, cycle counting, safety stock calculation).
  • Working knowledge of SOP development, version control, and training documentation.
  • Exposure to scheduling and workforce management tools for shift planning and labor forecasting.
  • Experience with compliance, audit preparation, and corrective action plans for quality or safety regulations.

Soft Skills

  • Strong written and verbal communication with the ability to convey complex operational status to varied audiences.
  • High attention to detail and accuracy when handling inventory, documentation, and performance metrics.
  • Excellent problem-solving and root cause analysis capability under time pressure.
  • Prioritization and time-management skills to balance routine tasks and urgent escalations.
  • Stakeholder management and collaboration across cross-functional teams (sales, finance, warehouse, customer success).
  • Adaptability to changing priorities and operational disruptions, with a bias for action.
  • Customer-centric mindset with a focus on service recovery and improving customer experience.
  • Initiative and ownership to drive process improvements and follow through to completion.
  • Ethical judgment and confidentiality in handling sensitive operational and commercial information.
  • Coaching and mentoring ability to develop junior team members and document institutional knowledge.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or equivalent. Relevant certifications or vocational training in logistics, supply chain, or business administration preferred.

Preferred Education:

  • Associate’s or Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, Industrial Engineering, or related field.

Relevant Fields of Study:

  • Supply Chain Management
  • Business Administration
  • Logistics and Transportation
  • Industrial Engineering
  • Operations Management

Experience Requirements

Typical Experience Range: 1–4 years in operations, logistics, warehouse coordination, or customer operations roles.

Preferred:

  • 2–5 years of direct operations coordination experience in e-commerce, distribution, logistics, manufacturing, or large-scale service operations.
  • Proven experience using ERP/WMS systems and supporting cross-functional operational initiatives.
  • Demonstrated track record of improving a KPI (e.g., reducing order cycle time, improving inventory accuracy, lowering shipping costs).
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