Operations Coordinator

Madison Approach Inc; City of Mount Vernon (NY); On-site; USD 65,000 - 80,000; Full time

Job summary

Madison Approach Inc. in Mount Vernon, NY is seeking a hands-on Customer Service & Distribution Coordinator to own the order process from start to finish in a warehouse environment.

You will split time between the office and warehouse floor, handling orders, deliveries and invoicing, while coordinating with suppliers and staff to assemble orders and maintain stock. This role offers growth and real operating exposure.

Qualifications

• Experience in customer service, order processing, purchasing or inside sales.
• Willingness and ability to work in a warehouse environment and go to the floor as needed.
• Excellent written and verbal communication skills; most orders arrive by email and phone.
• Strong attention to detail, especially with prices, quantities and invoices.
• Computer-savvy and quick to learn new software (training on the company's system is provided).
• Ability to work independently, prioritise multiple tasks and stay composed under pressure.
• Initiative, reliability and a sense of ownership.
• Preferred, not required: sales experience or interest in business development.

Responsibilities

• Take customer orders by phone and email, and answer questions about products, pricing and availability.
• Enter orders accurately, applying customer-specific pricing.
• Provide consistent, reliable service to a loyal base of repeat customers.
• Follow up promptly on open requests, and know when to bring in management.
• Arrange delivery or pickup for each order: direct ship from the supplier, customer pickup from the warehouse, or delivery on company trucks.
• Coordinate with suppliers and warehouse staff on order status, timing and availability.
• Go to the warehouse floor as needed to verify inventory, check on orders and help pull an order together.
• Prepare and verify invoices and supporting documents, and catch discrepancies early.
• Keep organized, accurate records.
• Learn inventory and customer demand patterns to help keep stock at the right levels.
• Prepare purchase orders and communicate with suppliers on pricing, availability and delivery.
• Follow up with existing customers and help identify new business opportunities, with incentive potential.

Skills

Customer service

Order processing

Inside sales

Purchasing

Attention to detail

Job description

Job Description

Job Description

Customer Service & Distribution Coordinator – Orders, Delivery & Invoicing

Job Location: Mount Vernon, NY (on‑site, office and warehouse environment)

Hours/Schedule: Full‑time, on‑site, Monday–Friday, 8:00 AM–5:00 PM

Salary/Pay Rate: $65,000–$80,000 per year, depending on experience, plus performance incentives

Job Type: Direct hire

Overview

An established, independently run distributor of packaging and janitorial supplies in lower Westchester is looking for a dependable, self‑motivated professional to own the customer order process from start to finish. You will be the person business customers count on: taking orders, arranging delivery or pickup, and making sure every invoice is right.

Please note: this is a hands‑on role in a working warehouse environment, not a desk‑only job. You will split your time between the office and the warehouse floor, where you will verify inventory, talk with warehouse staff and pitch in to get orders together when needed.

This is a small, close‑knit team with real room to grow. You will learn the products, customers, suppliers and in‑house software alongside an experienced colleague, then take on more and more independence. Ownership is hands‑off, so the role suits someone who likes to take initiative and learn the business quickly. Over time, you will take on inventory management, and if you enjoy building customer relationships, there is room to help grow the business.

If you want a stable, long‑term career with variety and independance, we'd like to hear from you.

Responsibilities

Order Processing & Customer Service

• Take customer orders by phone and email, and answer questions about products, pricing and availability


• Enter orders accurately, applying customer‑specific pricing


• Provide consistent, reliable service to a loyal base of repeat customers


• Follow up promptly on open requests, and know when to bring in management

Delivery & Fulfillment

• Arrange delivery or pickup for each order: direct ship from the supplier, customer pickup from the warehouse, or delivery on company trucks


• Coordinate with suppliers and warehouse staff on order status, timing and availability


• Go to the warehouse floor as needed to verify inventory, check on orders and help pull an order together

Invoicing & Records

• Prepare and verify invoices and supporting documents, and catch discrepancies early


• Keep organized, accurate records

Inventory & Purchasing (grows over time)

• Learn inventory and customer demand patterns to help keep stock at the right levels


• Prepare purchase orders and communicate with suppliers on pricing, availability and delivery

Business Growth (as interest and ability allow)

• Follow up with existing customers and help identify new business opportunities, with incentive potential

Requirements

• Experience in customer service, order processing, purchasing or inside sales, ideally in wholesale distribution


• Willingness and ability to work in a warehouse environment and go to the floor as needed, including hands‑on tasks


• Excellent written and verbal communication skills; most orders arrive by email and phone


• Strong attention to detail, especially with prices, quantities and invoices


• Computer‑savvy and quick to learn new software (training on the company's system is provided)


• Ability to work independently, prioritize multiple tasks and stay composed under pressure


• Initiative, reliability and a sense of ownership


• Preferred, not required: sales experience or interest in business development; experience in packaging, janitorial or industrial supply distribution