Product Coordinator

Vortex Companies, LLC•Huntington Beach, CA

12d•$55,000 - $80,000•Hybrid

About The Position

The Product Coordinator plays a critical role in supporting daily sales, purchasing, inventory, and operational activities to ensure products move efficiently from supplier to customer. This position serves as a key liaison between customers, vendors, operations, logistics, and internal teams by coordinating orders, maintaining accurate system data, resolving issues, and supporting continuous process improvements. The ideal candidate is highly organized, customer-focused, detail-oriented, and thrives in a fast-paced environment while managing multiple priorities.

Requirements

High school diploma or GED.
Minimum of 3 years of experience in product coordination, customer service, inside sales support, purchasing, operations, inventory, logistics, or a related role.
Experience processing customer orders and managing multiple priorities in a fast-paced environment.
Experience working with ERP, CRM, inventory, or purchasing software.
Strong customer service orientation.
Excellent written and verbal communication skills.
Exceptional organizational and time management abilities.
Ability to prioritize competing demands with minimal supervision.
High attention to detail and commitment to accuracy.
Analytical problem-solving and critical thinking skills.
Strong relationship-building and vendor management capabilities.
Ability to manage multiple projects simultaneously.
Proficiency with Microsoft Office Suite (Excel, Word, Outlook, and PowerPoint).
Experience using ERP, CRM, inventory management, purchasing, and reporting systems.
Working knowledge of shipping, logistics, freight coordination, and inventory management.
Understanding of purchasing and procurement processes.
Ability to maintain confidentiality and safeguard sensitive financial and customer information.
Continuous improvement mindset with a willingness to learn new systems and processes.

Nice To Haves

Associate's or Bachelor's degree in Business, Supply Chain, Operations, or a related field.
Experience with Viewpoint Spectrum and/or NetSuite ERP.
Experience with Hazmat shipping requirements.
Experience supporting manufacturing, distribution, or construction-related industries.

Responsibilities

Process customer orders accurately and efficiently, ensuring pricing, product details, and shipping information are complete.
Serve as a primary point of contact for customer inquiries via phone, email, and text while delivering exceptional customer service.
Coordinate product returns, issue return authorizations (RMAs), and ensure timely resolution.
Support customer retention through responsive communication and proactive issue resolution.
Assist with product pricing updates and new product setup within company systems.
Source products and materials from approved vendors.
Create and manage purchase orders to maintain product availability.
Develop and maintain positive vendor relationships to improve service, pricing, and delivery performance.
Coordinate with suppliers regarding lead times, backorders, shipping schedules, and product availability.
Monitor inventory levels and coordinate replenishment activities.
Support inventory accuracy through system maintenance and transaction verification.
Coordinate product movement between purchasing, warehouse, and customer fulfillment teams.
Assist in resolving inventory discrepancies and support inventory reporting.
Coordinate domestic and international shipments.
Prepare logistics, customs, and shipping documentation as required.
Maintain working knowledge of small package and LTL freight shipping.
Track shipments and resolve delivery issues with carriers.
Prepare and process hazardous material (Hazmat) shipments in accordance with applicable regulations and company procedures.
Maintain accurate customer, vendor, inventory, pricing, and product information across business systems.
Ensure data integrity through accurate entry and routine validation.
Utilize ERP, CRM, inventory, and purchasing systems to support daily operations.
Process remote check deposits and credit card transactions accurately and securely.
Generate routine operational, purchasing, inventory, and sales reports.
Identify opportunities to improve workflows, eliminate inefficiencies, and enhance customer service.
Recommend and support implementation of process improvements that increase operational effectiveness.
Assist in documenting standard operating procedures and best practices.
Partner closely with Sales, Operations, Warehouse, Purchasing, Accounting, and Customer Service to ensure seamless order fulfillment.
Communicate proactively regarding order status, inventory availability, vendor issues, and customer concerns.
Support additional operational projects and initiatives as assigned.