Operations Coordinator

Odom • Kailua Kona, HI

13d • Hybrid

About The Position

This role provides clerical, administrative, and operational support to the daily functions of the branch. Responsibilities include answering and directing customer and employee inquiries, processing sales orders, preparing invoices and shipping documentation, completing driver settlements and reconciliations, resolving customer issues, maintaining reports and databases, and performing general office support activities. The position also maintains accurate records and spreadsheets, delivers high-quality customer service to both internal and external customers, and assists with coordinating meetings and other branch activities.

Requirements

• Minimum of 2-3 years of related experience.
• Related experience or training in customer service; or equivalent combination of education and experience.
• Strong interpersonal, communication, and relationship-building skills with the ability to work effectively across all levels of the organization.
• Excellent written and verbal communication skills, with the ability to convey information clearly and professionally.
• Strong problem-solving, critical thinking, and conflict-resolution abilities.
• Demonstrated poise, tact, and diplomacy when managing employee, customer, or business-related matters.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage multiple priorities simultaneously, meet deadlines, and adapt to changing business needs.
• Self-motivated with the ability to work independently while contributing to a collaborative team environment.
• Proficient in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Experience utilizing business systems, databases, and technology platforms to maintain accurate records and generate reports.
• Ability to analyze information, identify trends, and develop practical solutions to support business objectives.
• Strong customer service orientation with the ability to build and maintain positive working relationships with internal and external stakeholders.
• Regularly required to sit, stand, and walk throughout the workday.
• Frequently uses hands and fingers to operate a computer, keyboard, mouse, telephone, and other standard office equipment.
• Regularly required to communicate effectively by speaking and hearing.
• Frequently required to reach with hands and arms.
• Ability to perform routine administrative and clerical tasks in an office environment.
• Occasionally required to lift, carry, push, or move items weighing up to 20 pounds.
• Must maintain the ability to work at a computer workstation for extended periods of time.

Nice To Haves

• High school diploma or General Education Degree (GED) preferred
• Beverage distribution support experience a plus.

Responsibilities

• Answer telephone calls from customers, shippers, sales representatives, and managers, directing inquiries to the appropriate party as needed.
• Take and process sales orders (internal and external) through the order processing system.
• Assist in resolving customer issues and inquiries in a timely and professional manner.
• Provide superior customer service to both internal and external customers.
• Maintain internal sales databases and Excel spreadsheets to ensure accuracy and current information.
• Generate and prepare sales-related reports using Margin Minder, Microsoft Excel, and PowerPoint.
• Analyze data and compile statistical information to support sales management in achieving volume, financial, and distribution goals.
• Assist with day-to-day administrative and clerical tasks, including filing, scheduling, and mail distribution.
• Interact regularly with employees, management, and cross-functional teams.
• Produce invoices, bills of lading, and other shipping documentation for customer orders and inventory transfers between branch warehouses.
• Manage Hot Shot and sample order documentation, communication, proof of delivery, reconciliation, and accounting support as required.
• Maintain proof of delivery documentation and ensure accurate recordkeeping.
• Complete end-of-day driver settlements, including accounts receivable reconciliation and proof of delivery verification.
• Perform daily reconciliation and documentation processes to ensure financial accuracy and compliance.
• Perform basic reporting functions to support operational and sales activities.
• Prepare and distribute reports that provide insights into sales performance, inventory movement, and distribution metrics.
• Support data-driven decision-making through analysis and reporting of key business information.
• Assist in coordinating and organizing monthly sales meetings, supplier meetings, special events, and other business functions.
• Support meeting logistics, communications, and administrative preparation activities.
• Palletize/Dynamic Reroute Deliveries
• Inventory Counts (A, B, and C Counts, as assigned)
• Communicate with Operations Supervisor, Sales Manager, Drivers, and Sales Representatives
• Will Calls, Hot Shots, and Samples: Process, Create, Coordinate, Assist with Handling, and Pickup
• Assist with Customer Issues, including Payments, Credits, Claims, and Tracking
• Credit Claims
• Office Administrator and Receptionist for the Warehouse
• BudNet Administration
• Daily Mail, UPS, and FedEx Sorting
• Daily Deposit Preparation for Loomis Pickup
• Vendor Bill-Back Processing
• POD Encompass Updates
• Quality Control (QC) and Recall Product Coordination Support (Dispositions)
• Bin Management
• Reconciliation Support (Strip and Breakage)
• Repack Inventory Management Support
• End-of-Day Driver Reconciliation Process (Encompass Load Sheets and Deposits)
• Taste of the Month Coordination
• Repack Raw Material Management Support
• Inbound and Outbound Container Tracking Support
• Assist with and Organize BOL and Freight Scheduling for the Warehouse and Drivers
• Prepare Cooperage Transfers and All Other Transfers
• BudNet: Track Incoming Containers and Inventory
• Pallet Tracking Program
• Allocations (CHEP, Coke, AB)
• Invoice Credit Reconciliation
• Accounts Receivable (AR) Delinquency Management Support
• New Customer Setup Processing Support
• Cooler and Fountain Customer Service Calls, Service, and Repair Scheduling
• Dispatcher for Technicians and Coolers
• Cooler and Fountain Consumable Parts Inventory Control
• Cooler and Fountain Equipment Inventory Control
• Key Point of Contact for Kona Coca-Cola
• Fleet Management Support for Technician Service Vans and Trucks
• Coordinate PTO Coverage and Support for Operations Supervisors

Benefits

• $500 employment bonus after 6 months and $500 employment bonus after 12 months of employment
• $500 60-day sign-on bonus
• Up to 128 hours of Paid Time Off Annually to start (13 days)
• 9 Paid Holidays Annually
• Medical, Dental, and Vision Benefits
• 401(k) with Employer match

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED