This site uses cookies. To find out more, see our Cookies Policy

Operations/Logistics Coordinator in Encinitas at Vaco

Date Posted: 2/27/2019

Job Snapshot

  • Employee Type:
  • Location:
  • Job Type:
  • Experience:
    At least 2 year(s)
  • Date Posted:
  • Job ID:

Job Description


The Operations Coordinator will be required to effectively interact daily with the Operations and Production Teams to help coordinate all aspects of production and delivery including raw material movement, vendor and supplier schedule management, inventory tracking, data integrity for reporting and timely communication with key partners in Asia and customers around the globe. In addition to these essential functions, the Operations Coordinator will work closely with the Product Manager and Accounting Team to ensure company-wide collaboration and efficient flow of all processes and programs. Must be a self- starter and be able to problem solve independently.


  • Assist Production Team in the daily management of the company's Global Production spreadsheet including data entry of new POs details, review order status and validate timelines, communicate challenges with Production Team and close out orders when complete
  • Review joint Company/ Factory production management system to keep all teams up to date on order status
  • Assist sales during program development. Manage sample movement, arrange courier shipments and maintain sample catalog system
  • Assist with procurement process. Sending POs to factory and receiving Proforma Invoices confirming details of the PO
  • Assist with communication with factories, freight forwarders, and customers at the direction of Production or Sales Team
  • Assist Production Team in the management of inventory programs. Entering orders into inventory spreadsheet, coordinating customer shipments and managing stock numbers
  • Assist in the organization of development & production samples
  • Assist with general office tasks (facilitate corporate gifts, maintain office supplies, manage domestic and international courier shipments, local errands)
  • Create sales confirmations, invoices and packing lists in QuickBooks and distribute to customers & vendors
  • Distribute commission invoices & customer Purchase Orders to Accounting
  • Review commission reports and update spreadsheets as needed
  • Send Customer updates, pre-alerts, documents (invoice, Bills of Lading, Sales Confirmation) and other communication as directed by Production Team
  • Attend and participate in weekly Sales and Production meetings
  • Communicate with factories on holiday schedules and keep ASAP production calendar up-to-date.

Education and Experience

  • High school diploma or equivalent required
  • Four-year Bachelor's degree preferred, not required
  • 2+ years of production/manufacturing experience preferred, not required
  • Basic computer literacy required including proficiency with Microsoft Office (MS Word, Excel, Outlook)
  • Knowledge of QuickBooks (Pro or Accountant's Version).

Key Competencies

  • Self-directed: Must be able to work independently with minimal supervision
  • Motivated: Must be highly motivated/energetic with a strong work ethic
  • Verbal and Written Communication: Demonstrates an ability to clearly, concisely, and accurately present information verbally in a positive manner and clearly communicate in written format; writes clear, understandable emails and reports
  • Organization and Follow-Through: Demonstrates and ability to set priorities, coordinate resources, and schedule priorities; develop and streamlines processes and systems
  • Managing Multiple Priorities: Demonstrates an ability to simultaneously manage a number of different tasks or projects to completion; provides service for many people for multiple tasks or projects
  • Detail-Oriented: Demonstrates an ability to pay close attention to the details of a document/project while demonstrating systematic approach to daily tasks
  • Problem Solving: Demonstrates ability to make quick assessments, gather and analyze data and efficiently execute the recommended solutions
  • Team Orientation: Demonstrates an ability to work cooperatively and collaboratively with others; keeps the company goals and personal integrity of each individual in mind when taking action; willingly assists other employees
  • Adaptability/Flexibility: Demonstrates an ability to adapt to a variety of internal and external circumstances including all jobs within the company subset
  • Understanding of product processing from concept through delivery.

Work Culture:

  • Small company with strong work/ life balance
  • Flexible work hours