Material Coordinator

VIVA USA Inc; Milan (IL); On-site; USD 48,000 - 75,000; Full time

Job summary

VIVA USA Inc. is seeking an Administrative and Operations professional to monitor order queues, coordinate daily activities, and track action items to ensure on-time completion of customer orders.

You will serve as a liaison between production and support teams, communicate policy updates, report on KPIs such as delivery performance and backlog, and support audits and compliance activities. This role also supports training, process improvements, and resource management to sustain efficient

Responsibilities

• Monitor order queues and workflow progression to ensure on-time completion of customer orders.
• Coordinate daily department activities and priorities.
• Track action items and ensure timely follow-up and completion.
• Identify and escape at-risk orders, implementing recovery plans to minimize customer impact.
• Track and report on on-time delivery performance, backlog, aged orders, and service-level metrics.
• Serve as a point of contact between production employees and support teams.
• Communicate process updates, policy changes, and operational information.
• Coordinate cross-functional activities and resources.
• Support employee engagement and department communication efforts.
• Track department KPIs, productivity, quality, safety, and delivery measures.
• Assist supervisors in identifying trends and improvement opportunities.
• Coordinate employee training schedules
• Support compliance with company policies, procedures, and regulatory requirements.
• Assist with audits, assessments, and corrective action tracking.
• Identify process gaps and recommend improvements.
• Support continuous improvement initiatives and project implementation.
• Maintain standard work instructions and department procedures.
• Monitor office and operational supply needs.
• Coordinate equipment requests, repairs, and service requirements.
• Support workforce planning activities and department scheduling as needed.
• 2nd/3rd split - OT hours if requested by the client.
• Metatarsal safety boots required

Job description

Key Responsibilities

Administrative & Operational Support

• Monitor order queues and workflow progression to ensure on-time completion of customer orders.
• Coordinate daily department activities and priorities.
• Track action items and ensure timely follow-up and completion.
• Identify and escape at-risk orders, implementing recovery plans to minimize customer impact.
• Track and report on on-time delivery performance, backlog, aged orders, and service-level metrics.

Communication & Coordination

• Serve as a point of contact between production employees and support teams.
• Communicate process updates, policy changes, and operational information.
• Coordinate cross-functional activities and resources.
• Support employee engagement and department communication efforts.

Reporting & Analysis

• Track department KPIs, productivity, quality, safety, and delivery measures.
• Assist supervisors in identifying trends and improvement opportunities.

Training & Compliance

• Coordinate employee training schedules
• Support compliance with company policies, procedures, and regulatory requirements.
• Assist with audits, assessments, and corrective action tracking.

Process Improvement

• Identify process gaps and recommend improvements.
• Support continuous improvement initiatives and project implementation.
• Maintain standard work instructions and department procedures.

Resource Management

• Monitor office and operational supply needs.
• Coordinate equipment requests, repairs, and service requirements.
• Support workforce planning activities and department scheduling as needed.

Notes

• 2nd/3rd split - OT hours if requested by the client.
• Metatarsal safety boots required

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status