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Position Summary
The Aftermarket and Operations Coordinator supports the efficient execution of customer orders, vendor purchasing, freight coordination, project and service documentation, and day-to-day branch administration. This role serves as a key coordination point among customers, vendors, Accounts Payable, the shop, Service, and project teams to help ensure orders and documentation move accurately and on time. The position also provides consistent front-office coverage and administrative support for the Komline-Harn operation.
Essential Duties and Responsibilities
Aftermarket Order, Vendor, Purchasing and Freight Coordination (50-60%)
- Receive customer calls and requests; validate customer contacts, pricing, order requirements, and delivery information.
- Enter and maintain sales orders and purchase orders in Microsoft Dynamics 365 (D365).
- Enter site-specific pricing, delivery instructions, and other order details accurately.
- Coordinate purchase-order approvals and submit approved orders to vendors.
- Review vendor order acknowledgements and confirmations for accuracy, pricing, quantities, and delivery dates.
- Coordinate freight arrangements, bills of lading, shipping labels, picking lists, and related shipping documentation.
- Track orders and shipments and provide timely status updates to customers and internal stakeholders.
- Follow up on delayed, incomplete, or incorrect vendor deliveries and help resolve related issues.
- Resolve routine customer-site contact, vendor, freight, and delivery discrepancies, escalating issues when appropriate.
- Support Accounts Payable by confirming receipt of goods and maintaining documentation needed for three-way matching.
Project, Service and Shop Execution Support (25-30%)
- Coordinate and organize project, Service, and shop documentation, including order records, shipping documents, and supporting files.
- Maintain accurate electronic and paper records so information is available to project, Service, shop, and Finance personnel.
- Support communication and documentation handoffs among the office, shop, warehouse, vendors, customers, and field personnel.
- Assist with order follow-up, scheduling information, and administrative tasks that support project and service execution.
- Help improve standard work, documentation practices, and administrative processes as the operation grows.
Front-Office and Branch Administration (10-20%)
- Provide consistent front-office phone coverage and route calls to the appropriate team members.
- Welcome visitors and support routine visitor coordination.
- Manage incoming and outgoing mail, packages, and general shipping activities.
- Perform filing, scanning, data entry, document organization, and routine recordkeeping.
- Order and maintain office supplies and assist with facility scheduling and general branch coordination.
- Provide other operational and administrative support to the Site Director, Business Operations Associate, and Harn team as needed.
Qualifications
- High school diploma or equivalent required; associate degree or relevant postsecondary training preferred.
- One to two years of experience in order entry, customer service, purchasing, logistics, project coordination, operations support, or office administration preferred.
- Experience working in a manufacturing, industrial, distribution, service, or project-based environment is helpful.
- Experience with Microsoft Dynamics 365 or another ERP/order-management system preferred.
- Working knowledge of Microsoft Outlook, Word, and Excel.
Knowledge, Skills and Abilities
- Strong organizational skills and attention to detail, with the ability to manage multiple priorities and follow through on open items.
- Clear and professional verbal and written communication skills.
- Customer-service mindset and ability to work effectively with customers, vendors, and cross-functional teams.
- Ability to enter and review order, pricing, purchasing, and shipping information accurately.
- Comfort learning business systems, products, terminology, and internal processes.
- Sound judgment, initiative, and the ability to identify issues and escalate them appropriately.
- Ability to maintain confidentiality and handle business information professionally.
Work Environment and Physical Requirements
This position works primarily in an office environment located within an active manufacturing and shop facility. The employee may periodically enter shop, warehouse, shipping, or receiving areas and must follow all applicable safety requirements. The role regularly requires computer and telephone use, sitting, standing, walking, reaching, and handling documents and packages. The employee must be able to occasionally lift and move items weighing up to 25 pounds, with or without reasonable accommodation.
Additional Information
This job description summarizes the primary responsibilities of the position and is not intended to be an exhaustive list of all duties. Responsibilities may change based on business needs. Komline-Harn is an equal opportunity employer and provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable law.
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