Operations Coordinator

Job Description

Job Description

OPERATIONS COORDINATOR – FULL TIME POSITION

Title:

Operations Coordinator

Department:

Operations, Portland Facility

Reports To:

General Manager, CW Moonstruck

Direct Report(s):

None

Classification:

Regular

FLSA Status:

Non-Exempt

Benefits Eligible:

Yes

Job Type:

Full-Time

The Operations Coordinator supports reliable, cost-effective operations by planning material and supply needs, coordinating purchasing, maintaining inventory controls, and improving vendor performance. A core purpose of this role is to deliver measurable supply-chain savings: lowering the cost of routine ingredients, packaging, production supplies, and other recurring purchases while preventing avoidable rush fees, expedited freight, stockouts, and production delays. The role also provides production-planning, supplier-verification, customer-service, and administrative support across the operation.

• Annual salary range of $60,000 to $65,000, depending on experience and skills.
• Employer-sponsored medical and dental insurance, with the company contributing toward premium costs; employee contributions are required.
• Company-sponsored 401(k) retirement plan.
• 15 days of paid time off per year.
• Benefit eligibility, enrollment timing, plan terms, and employee contribution amounts are governed by current company policies and benefit-plan documents.

• Own an active cost-savings pipeline for recurring ingredients, packaging, sanitation items, office supplies, and other routine purchases; prioritize high-spend and frequently purchased categories.
• Benchmark pricing, obtain competitive quotes, negotiate vendor terms, and use volume commitments, order consolidation, alternate specifications, and approved substitute sources to reduce total landed cost without compromising food safety, quality, or service.
• Prevent rush fees, premium freight, emergency purchases, and production interruptions through disciplined forecasting, reorder points, purchasing calendars, lead-time tracking, and timely escalation of supply risks.
• Track and report savings, cost avoidance, price changes, rush fees, freight premiums, stockouts, and vendor service issues. Maintain documentation showing the baseline, action taken, and realized or projected financial impact.
• Review invoices and purchase-order pricing for accuracy; investigate discrepancies, unexpected surcharges, minimum-order penalties, and unfavorable freight charges.
• Recommend sourcing changes and process improvements using clear cost, quality, lead-time, and risk comparisons.

• Translate forecasts, open orders, production schedules, and known projects into timely purchase plans for ingredients, packaging, components, and operating supplies.
• Create and maintain purchase orders, expected delivery dates, order confirmations, and receiving follow-up; communicate delays or shortages before they disrupt production.
• Establish and maintain PAR levels, reorder points, safety-stock targets, lead times, and minimum-order quantities for routine materials.
• Monitor inventory levels and usage trends, support accurate cycle counts, investigate variances, and reduce both stockouts and excess or obsolete inventory.
• Coordinate substitutions or alternate sources with Quality, R&D, Production, and management before purchase or use.
• Support production planning by confirming material availability, identifying constraints, and coordinating priorities with Production, Sales, and Operations.

• Maintain an organized approved-vendor and item database, including contacts, pricing, specifications, lead times, payment terms, minimums, freight terms, and current documentation.
• Help qualify and onboard suppliers; obtain required food-safety, allergen, insurance, specification, and compliance documents and keep records current.
• Conduct routine vendor performance reviews covering price, quality, fill rate, on-time delivery, responsiveness, and corrective-action follow-through.
• Build productive supplier relationships while maintaining competitive tension and appropriate backup sources for critical items.

• Provide limited phone and customer-service coverage, route requests appropriately, and follow through on operational questions.
• Prepare reports, trackers, meeting notes, purchasing records, and other operational documentation accurately and on time.
• Support the General Manager, CW Moonstruck with cross-functional projects, process documentation, scheduling, and follow-up on assigned action items.
• Participate in continuous-improvement efforts involving workflow, purchasing controls, inventory accuracy, supplier reliability, and waste reduction.
• Perform other duties reasonably related to the role as assigned.

• Documented annualized savings and cost avoidance from sourcing, negotiation, specification, and ordering…