Business Operations Coordinator

Universal Plant Services, Inc.; Whippany (NJ); On-site; USD 30,000 - 42,000; Full time

Benefits offered by this job

Medical/Dental/Vision

Health Savings Account

Short-term disability

Long-term disability

Life insurance

401K match

Paid time off

Employee Assistance Program

Job summary

Universal Plant Services, Inc. in Whippany, NJ is seeking an Administrative Coordinator to provide reliable coordination for MSI’s project and product business.

You will support the Business Administration Manager with transaction follow-through, reporting inputs, records, and scheduling while managing routine purchasing, shipment, and inventory tracking for VibVue. This role frees commercial and technical staff to focus on customers, engineering, and delivery, handling procurement, data entry,

Qualifications

• Experience in business administration, operations coordination, order management, or project support.
• Strong organizational skills, attention to detail, and ability to follow multiple open items through completion.
• Working proficiency in Excel, Outlook, Teams, and shared document systems; willingness to learn ERP, CRM, and inventory tools.
• Clear written communication and comfort coordinating across commercial, finance, technical, and vendor teams.

Responsibilities

• Maintain organized records of purchase orders, project documentation, vendor information, and customer paperwork; route missing information for follow-up.
• Support WIP and billing cycles by compiling status updates, checking documentation completeness, tracking open items, and preparing inputs for Diana and UPS Finance.
• Coordinate meetings, action logs, calendars, and routine communications for business reviews and project administration.
• Receive, manage, and route incoming office phone calls to the appropriate individuals.
• Handle procurement of office materials and support travel arrangements for field personnel.
• Follow established procedures for data entry, document control, and reconciliation; flag discrepancies rather than changing financial assumptions independently.
• Process approved hardware purchases and customer or intercompany orders; track supplier acknowledgments, kit configuration, shipment, delivery, and returns.
• Maintain accurate kit, accessory, inventory, warranty, and order-status records in the agreed systems.
• Coordinate with the Product Manager and technical team on availability, delivery timing, customer onboarding materials, and service or analysis handoffs.
• Prepare routine order, inventory, and activity reports; escape shortages, delays, and unusual customer requirements promptly.
• Document repeatable workflows and checklists that reduce errors and improve handoffs between MSI, UPS Finance, Product Management, and customers.
• Handle routine customer and vendor inquiries professionally and route technical, pricing, contractual, and compliance questions to accountable owners.
• Protect confidential customer, employee, and financial information in accordance with company procedures.

Skills

Excel

Outlook

Teams

Communication

Organization

Tools

ERP

CRM

Inventory tools

Job description

Summary of Position:

Provide reliable administrative coordination for MSI’s project and product business. The coordinator supports the Business Administration Manager with transaction follow-through, reporting inputs, records, and scheduling, while managing routine purchasing, shipment, and inventory tracking for VibVue. The role frees commercial and technical staff to focus on customers, engineering, and delivery.

Key Responsibilities:

MSI Business Administration

• Maintain organized records of purchase orders, project documentation, vendor information, and customer paperwork; route missing information for follow-up.
• Support WIP and billing cycles by compiling status updates, checking documentation completeness, tracking open items, and preparing inputs for Diana and UPS Finance.
• Coordinate meetings, action logs, calendars, and routine communications for business reviews and project administration.
• Receive, manage, and route incoming office phone calls to the appropriate individuals.
• Handle procurement of office materials and support travel arrangements for field personnel.
• Follow established procedures for data entry, document control, and reconciliation; flag discrepancies rather than changing financial assumptions independently.

VibVue Product Operations

• Process approved hardware purchases and customer or intercompany orders; track supplier acknowledgments, kit configuration, shipment, delivery, and returns.
• Maintain accurate kit, accessory, inventory, warranty, and order-status records in the agreed systems.
• Coordinate with the Product Manager and technical team on availability, delivery timing, customer onboarding materials, and service or analysis handoffs.
• Prepare routine order, inventory, and activity reports; escape shortages, delays, and unusual customer requirements promptly.

Process Improvement and Service

• Document repeatable workflows and checklists that reduce errors and improve handoffs between MSI, UPS Finance, Product Management, and customers.
• Handle routine customer and vendor inquiries professionally and route technical, pricing, contractual, and compliance questions to accountable owners.
• Protect confidential customer, employee, and financial information in accordance with company procedures.

Preferred Background:

• Experience with project-based engineering or industrial services.
• Exposure to purchasing, inventory, shipping, invoicing support, or WIP reporting.
• Experience creating simple process documentation and improving administrative workflows.

Qualifications:

• Experience in business administration, operations coordination, order management, or project support.
• Strong organizational skills, attention to detail, and ability to follow multiple open items through completion.
• Working proficiency in Excel, Outlook, Teams, and shared document systems; willingness to learn ERP, CRM, and inventory tools.
• Clear written communication and comfort coordinating across commercial, finance, technical, and vendor teams.

Measures of Success:

• Timely, accurate order processing and hardware visibility.
• Complete documentation and fewer unresolved items in billing and WIP preparation.
• Reliable status reporting and reduced administrative load on Business Administration Manager and the Product Manager.
• Prompt escalation and resolution of exceptions.

Decision Rights and Working Relationships:

This role coordinates transactions and reporting inputs. Business Administration Manager owns the business administration cadence; the Product Manager owns product strategy and customer commitments; authorized managers approve purchases, pricing, accounting entries, and contractual terms.

Pay Range: $26 hourly

Benefits offered:

• Medical/Dental/Vision
• Health Savings Account
• Short-term disability
• 100% employer paid Long-term Disability
• 100% employer paid life insurance
• 401K match
• Paid time off
• Employee Assistance Program

EEO Statement:

Universal Plant Services is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, citizenship status, protected veteran status, genetic information, or physical or mental disability.