Operations Support Coordinator

VPM Solutions; Philippines; On-site; PHP 300,000 - 540,000; Full time

Job summary

VPM Solutions in the Philippines seeks an organized Operations Coordinator to act as the central hub for projects, vendors, materials, and timelines. You will keep programs moving by building repeatable processes, maintaining documentation, and providing clear communication to engineering and leadership.

This role emphasizes coordination over engineering decisions, with responsibilities spanning project tracking, procurement follow-ups, and cross-functional support.

Qualifications

• Exceptional organizational and time management skills.
• Experience using or willingness to learn Monday.com.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities independently.
• Professional follow-up skills and a proactive mindset.

Responsibilities

• Coordinate projects using Monday.com with updated tasks and owners.
• Create and maintain project timelines and Gantt charts.
• Monitor project progress and flag delays.
• Provide weekly status updates to internal stakeholders.
• Track purchase orders and material deliveries from order through receipt.
• Maintain vendor records and follow up on outstanding orders.
• Research and compare vendors to improve pricing, lead times, and reliability.
• Coordinate with Accounting to ensure purchase orders and invoices accuracy.
• Assist engineering by handling scheduling, documentation, order requests, and follow-ups.
• Prepare reports, presentations, and project summaries.

Skills

Organizational skills

Time management

Attention to detail

Multi-priority

Proactive mindset

Tools

Monday.com

Microsoft Excel

Microsoft PowerPoint

QuickBooks

Email/Calendar apps

Job description

About the Role

We are seeking a highly organized and proactive Operations Coordinator to keep projects, vendors, materials, and timelines on track. This role is the organizational hub of the team, ensuring projects move forward efficiently while supporting engineering and leadership with accurate project tracking and clear communication.

You’ll focus on coordination rather than engineering decisions, helping build repeatable processes, maintaining documentation, and ensuring commitments are completed on time.

Key Responsibilities

Project Coordination

• Manage active projects in Monday.com, keeping tasks, owners, due dates, and dependencies up to date.
• Create and maintain project timelines and Gantt charts.
• Monitor project progress and proactively identify potential delays.
• Provide regular project status updates to internal stakeholders.
• Track purchase orders and material deliveries from order through receipt.
• Maintain vendor records and follow up on outstanding orders.
• Research and compare vendors to improve pricing, lead times, and reliability.
• Coordinate with Accounting to ensure purchase orders and invoices remain accurate.

Administrative Support

• Support engineering by handling scheduling, documentation, order requests, and follow-ups.
• Organize project information, specifications, and parts requests.
• Prepare reports, presentations, and project summaries.

Process Improvement

• Develop and maintain Standard Operating Procedures (SOPs).
• Organize project documentation for easy access.
• Identify opportunities to improve workflows and increase operational efficiency.

Communication

• Coordinate between engineering, purchasing, operations, and leadership.
• Follow up consistently on outstanding tasks and commitments.
• Communicate project updates, risks, and timeline changes clearly.

What Success Looks Like

Within the first 90 days, you’ll:

• Organize all active projects in Monday.com with clear ownership and timelines.
• Establish reliable project tracking and weekly status reporting.
• Document key operational processes and improve workflow efficiency.
• Become a trusted administrative partner to the engineering team.

Qualifications

Required

• Exceptional organizational and time management skills
• Experience using or willingness to learn Monday.com
• Strong attention to detail and accuracy
• Ability to manage multiple priorities independently
• Professional follow-up skills and a proactive mindset

Preferred

• Experience in manufacturing, engineering, or industrial environments
• Familiarity with QuickBooks
• Experience preparing PowerPoint presentations
• Project coordination or project management support experience
• Procurement, vendor management, or sourcing experience
• Basic understanding of Bills of Materials (BOMs) or mechanical terminology

Tools You'll Use

• Monday.com
• Microsoft Excel
• QuickBooks
• Microsoft PowerPoint
• Email and Calendar applications

Why Join Us?

If you’re someone who enjoys bringing order to fast-moving projects, improving processes, and ensuring nothing falls through the cracks, this is an excellent opportunity to make a meaningful impact while working alongside a collaborative team.