Operations Coordinator

Tosca Services, LLC•Hazle Township, PA

18d

About The Position

The Operations Coordinator supports payroll preparation, shipping and receiving, service center coordination, purchasing, and general office administration. The role prepares and reviews team member hours for payroll and temp agency billing, tracks vacation time, and coordinates interviews and orientations with staffing agencies and Tosca managers. It maintains shift records for production, shipping, receiving, and quality, and helps ensure accurate, timely shipments and deliveries through coordination with supervisors, customer service, transportation, and drivers. The position also handles purchase orders, invoices, spending records, shipping documentation, supplies inventory, and monitoring shipping and receiving service. General administrative duties include greeting visitors, managing mail and files, scheduling meetings and events, preparing correspondence and documents, and maintaining office and service center records and supplies. The coordinator supports housekeeping activities and helps maintain a clean and safe work environment, along with performing other related assignments as needed. The role is scheduled on the first shift from 7:00 A.M. to 3:00 P.M. Occasional flexible hours and overtime may be needed based on company or volume needs. Tosca describes a supportive, collaborative workplace and notes its employees contribute to reducing food waste.

Requirements

1–3 years of experience in a service center or office role.
Strong attention to detail and follow-through.
Time management skills, including the ability to multitask and meet deadlines.
Working knowledge of shipping and receiving.
Good planning and organizational skills.
Well-developed, professional interpersonal and communication skills.
Ability to work with confidential information.
Computer literacy, specifically Microsoft Word and Excel.
Ability to work occasional flexible hours and overtime based on company or volume needs.

Nice To Haves

Bilingual in Spanish is strongly preferred.

Responsibilities

Prepare team member hours and enter data for accurate payroll submission.
Review payroll hours for time card accuracy and submit hours to temporary agencies for billing.
Track vacation time used by team members.
Coordinate walkthrough interviews with temporary staffing agencies or recruiters and arrange orientations for temporary-to-hire candidates and direct hires.
Maintain shift records covering production, shipping, receiving, and quality.
Support the shipping process by matching purchase order numbers to orders, coordinating correct loads with drivers, and preparing bills of lading.
Coordinate with service center supervisors regarding special loads and shipments, outbound shipping goals, and inventory concerns for Tosca Customer Service and Transportation.
Coordinate daily pickup and delivery schedules with Tosca Customer Service and Transportation.
Use relevant systems to write, approve, and receive purchase orders; submit invoices to accounting for payment.
Track invoices and spending in spreadsheets and compare records with month-end accounting close.
Verify completion of bills of lading and transportation paperwork and update the appropriate shipping system.
Monitor shipping and receiving for timely service and inform management of issues.
Perform random quality inspections of loads and report findings to the team.
Maintain supplies inventory by checking stock, anticipating needs, placing and expediting orders, and verifying supplies.
Greet clients and visitors and send and receive mail and packages.
Schedule and coordinate meetings, interviews, lunches and deliveries, and other office or service center events.
Manage and maintain hard-copy and electronic files.
Create and modify documents using Microsoft Office.
Coordinate and maintain records for staff office space, phones, parking, company credit cards, and office keys.
Prepare business correspondence and mail, scan, or fax documents.
Maintain company forms and post materials on the bulletin board.
Support housekeeping activities in general office and service center areas.
Maintain a clean and safe work environment.
Perform other related duties and assignments as required within the service center.

Benefits

Medical, dental, and vision coverage options for full-time employees working 30 or more hours per week.
401(k) retirement plan with company match.
Paid time off.
Paid parental leave.
Company-paid life insurance.
Short-term disability coverage.
Long-term disability coverage for eligible roles.
Health Savings Account with employer contributions and Flexible Spending Account programs.
Employee Assistance Program.
Fitness reimbursement program.
Educational assistance.
Employee discount programs.
Optional supplemental insurance, including accident, critical illness, and hospital indemnity plans.
Optional legal and identity theft protection plans.