Customer Operations Coordinator

Position Overview

The Customer Operations Coordinator is an administrative and operational support role responsible for centralizing key processes, maintaining data accuracy, and improving workflow efficiency across Customer Operations, Customer Service, Sales and Marketing. The role provides shared support across multiple functions by delivering structured administrative support, system maintenance, process documentation, and coordination of operational activities. The coordinator will manage key administrative processes, support system and data maintenance activities, and assist in the development and standardization of workflows.

• Provide centralized administrative support across Customer Operations, Customer Service, Marketing and Sales teams.
• Coordinate completion of sales documentation, customer forms and internal administrative requirements.
• Support onboarding activities for new customers, including setup, documentation and process tracking.
• Assist with maintaining organization and accessibility of customer‑related documentation and records.

• Coordinate and ship product samples to customers, prospects and internal stakeholders.
• Own and manage the company sample program, including inventory, tracking and replenishment.
• Manage shipments for trade shows, customer visits and external events.
• Maintain inventory of sample products, packaging materials and related supplies.
• Develop and implement standardized processes for refrigerated shipments to ensure product integrity and on‑time delivery.
• Administer sample orders and donation orders administratively.

• Perform administrative updates and maintenance within Microsoft Dynamics AX.
• Maintain customer master data and item master data for accuracy and consistency across systems.
• Assist in setup and maintenance of trade agreements and pricing structures.
• Support new customer and item setup processes, ensuring proper system configuration and documentation.

• Create, update and maintain Standard Operating Procedures (SOPs) to ensure consistency and scalability.
• Identify opportunities to centralize administrative processes and improve efficiency.
• Partner with cross‑functional teams to standardize workflows and align with best practices.
• Drive consistency in administrative processes to support scalability and operational efficiency.

• Provide administrative coordination for cross‑functional initiatives and internal projects.
• Support execution of operational initiatives through task tracking, communication and follow‑up.
• Partner with Sales, Marketing, Customer Service and Supply Chain teams to ensure alignment on administrative processes.
• Assist in organizing and supporting trade shows, customer visits and internal operational activities.

• Support completion and maintenance of customer onboarding documentation, forms and required paperwork.
• Assist with preparation and coordination of sales‑related documentation and administrative deliverables.
• Ensure documentation is accurate, complete and properly stored for accessibility and compliance.

• Adhere to food safety, regulatory policies, and standard operating procedures, escalating concerns to production or quality managers.
• Identify and centralize administrative responsibilities to drive efficiencies.
• Support implementation of process improvements, automation opportunities and best practices.
• Ensure processes are consistently followed and continuously improved for scalability and effectiveness.

• Proactively identify administrative and operational tasks for centralization.
• Recommend process improvements to enhance efficiency, accuracy and consistency.
• Support implementation of improved workflows, tools and best practices.
• Contribute to building scalable administrative processes that reduce workload across customer‑facing teams.

• 3‑5 years of experience in administrative, customer operations, customer service or supply chain roles, preferably in…