Operations Coordinator

Operations Coordinator

Location: Nashua, NH

Work Arrangement: Hybrid - 75% in office at onset

The Operations Coordinator role is the backbone of our daily business functions. In this position, you will bridge the gap between logistics, finance, professional services, research & development, sales, and general operations. You will be responsible for providing various teams with the equipment, materials, and information they need to succeed.

This role requires a high degree of organization and planning, the ability to develop, implement, and refine workflows, and comfort working in a fast-paced environment that requires quick pivots between diverse tasks and departments.

Key Responsibilities

Technology

• Work within the Enterprise Resource Planning (ERP) system to complete purchasing workflows, collect data, and store information on proprietary and third-party products
• Identify and drive process improvements within the ERP
• Use Microsoft Excel, PowerPoint, and other tools to summarize data, prepare forecasts, and communicate insights

Supply Chain & Inventory Logistics

• Identify new and supplementary vendors to meet business needs; establish professional relationships through pricing and term negotiations, profile setup, and technical discussions
• Assist with planning, logistics, and procurement of components to support inventory builds
• Monitor stock levels, review relevant data (e.g., stock reports, pricing), and prepare reports for stakeholders
• Participate in inventory counts, receipts, and shipments

Financial Administration

• Update costs of commercial off-the-shelf (COTS) equipment, inventory bills of materials (BOM), and other pricing inputs
• Prepare purchase orders; ensure proper review and approval; adjust timelines for forecasted or unconfirmed spend (e.g., RFQs)
• Match and reconcile vendor bills against purchase orders in the accounting system
• Reconcile credit card expenses and prepare spend analyses
• Identify opportunities for cost savings and process efficiencies
• Participate in the budgeting cycle

Cross-Departmental Support

• Support facility operations, including purchasing supplies, coordinating inventory movement, and handling facility communications
• Liaise with product managers to gather technical specifications, product limitations, and other factors impacting purchasing decisions
• Align purchase orders with Finance team cash flow goals; maintain short-, medium-, and long-term forecasts
• Understand the sales pipeline and its impact on inventory and purchasing needs
• Coordinate with the professional services team on order logistics, timing, and component requirements
• Collaborate with IT leadership to manage software renewals and license allocations
• Perform other duties as assigned

Qualifications & Skills

• Strong organizational skills with the ability to communicate details clearly and promptly
• Ability to multitask and prioritize across multiple departments
• Analytical mindset with attention to detail
• Self-driven with a focus on continuous improvement
• Intermediate to advanced proficiency in Microsoft Excel
• Experience working within an ERP system for logistics and/or finance
• Ability to lift up to 50 pounds

If you are interested in applying to this position, please email your resume to careers@clearballot.com with the position title in the subject line.