Customer Operations Coordinator

McCallion Staffing Specialists; Doylestown (Bucks County); Hybrid; USD 45,000 - 60,000; Full time

Job summary

McCallion Staffing Specialists is seeking a Customer Operations Coordinator to support daily operations for a medical equipment distributor. The role combines reception duties with customer service, order processing, and administrative tasks to keep office workflows running smoothly.

Ideal candidates are organized, detail‑oriented, and eager to learn all facets of the business, with experience in QuickBooks Enterprise, Excel, and strong communication.

Qualifications

• Experience using QuickBooks Enterprise for invoicing and AP/AR processes.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication abilities.

Responsibilities

• Serve as primary receptionist and first contact for customers and vendors.
• Process customer orders and support order management activities.
• Enter vendor invoices in QuickBooks and assist with accounts payable documents.
• Monitor receivables and post daily cash receipts and deposits.
• Support office administration and filing; assist sister service company as needed.

Skills

Microsoft Excel

Office applications

Excellent verbal and written comms

Customer service

Multitasking

Attention to detail

Tools

QuickBooks Enterprise

Job description

Job Description

Job Description

The Customer Operations Coordinator plays a key role in supporting the daily operations of a fast-paced medical equipment and supply distributorship. This position serves as the primary receptionist while supporting customer service, order management, accounting administration, and office operations.

The ideal candidate is highly organized, detail-oriented, customer focused, and eager to learn multiple aspects of the business. This role provides valuable exposure to customer service, order processing, accounting support, and business operations, creating opportunities for career advancement within the organization.

Essential Duties and Responsibilities

Customer Service & Order Management

• Serve as the primary receptionist and first point of contact for customers, vendors, and visitors.
• Answer, screen, and direct incoming calls professionally and efficiently.
• Assist customers with inquiries and provide exceptional service.
• Process customer orders and support order management activities.
• Coordinate with internal team members to ensure timely order processing and customer satisfaction.

Accounting & Administrative Support

• Enter vendor invoices into QuickBooks Enterprise.
• Assist with accounts payable documentation and record maintenance.
• Monitor accounts receivable aging and follow up on past-due balances.
• Pull, post, reconcile, and prepare daily cash receipts and deposits.
• Maintain accurate financial and operational records.

Operations Support

• Create and maintain reports, spreadsheets, and tracking tools utilizing Microsoft Excel.
• Maintain organized electronic and paper filing systems.
• Support special projects and operational initiatives.
• Assist management with administrative and operational tasks as needed.
• Provide clerical support to affiliated sister service company on an as-needed basis.

Office Administration

• Manage inventory and ordering of office supplies.
• Manage inventory and ordering of kitchen and breakroom supplies.
• Help maintain an organized, professional, and efficient office environment.

Qualifications

Required Qualifications

• Experience with QuickBooks Enterprise.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Strong organizational skills and exceptional attention to detail.
• Excellent verbal and written communication skills.
• Professional customer service and telephone skills.
• Ability to manage multiple priorities and deadlines.
• Strong work ethic and commitment to accuracy.

Preferred Qualifications

• Experience in healthcare, medical distribution, logistics, or related industries.
• Experience supporting accounts receivable and collections activities.
• Experience in customer service, order management, office administration, or business operations.

Key Competencies

• Customer-focused mindset
• Strong attention to detail
• Problem-solving ability
• Initiative and accountability
• Adaptability and willingness to learn
• Professionalism and reliability
• Team-oriented attitude

Career Development Opportunity

This position is designed to provide broad exposure to the business and offers opportunities for growth based on performance, initiative, and business needs. Potential career paths may include:

• Customer Service Specialist
• Order Management Specialist
• Customer Service & Order Management Lead
• Operations Specialist
• Operations Manager
• Other leadership and business support roles

Work Schedule

• Full-Time
• In-office during introductory 90-day period
• Eligible for a hybrid work schedule following successful completion of the introductory period and demonstrated performance in the role

Company Description

McCallion has successfully provided the Suburban Philadelphia area with outstanding temporary, temp to hire and direct hire personnel for 45 years. Our outstanding service allows us to work with some of the best companies in the Montgomery, Bucks, Chester and Philadelphia area. We place people in all types of jobs with all levels of experience. There is NEVER a fee to job seekers!

Company Description

McCallion has successfully provided the Suburban Philadelphia area with outstanding temporary, temp to hire and direct hire personnel for 45 years. Our outstanding service allows us to work with some of the best companies in the Montgomery, Bucks, Chester and Philadelphia area. We place people in all types of jobs with all levels of experience. There is NEVER a fee to job seekers!