Operations Coordinator

Automotive Art; Florida; On-site; USD 42,000 - 65,000; Full time

Job summary

Automotive Art in New York is seeking an Operations Coordinator to manage daily administrative and logistical tasks, partnering with customer service, warehouse staff and management to keep operations flowing smoothly.

You will handle orders, invoices, packing lists, shipping docs, coordinate with the warehouse, maintain records, and support HR onboarding and office supplies, with a focus on accuracy and timely communication.

Qualifications

• Associate degree or higher in logistics or related field, or equivalent experience.
• Basic understanding of purchase orders, invoices and packing lists is preferred.
• Proficiency with Microsoft Office, especially Excel.

Responsibilities

• Process customer orders, including preparation and review of invoices, packing lists, and shipping documents.
• Coordinate priorities with warehouse team.
• Verify shipment documents align with orders.
• Provide shipment status updates to stakeholders.
• Assist with order coordination between customers, operations and warehouse.
• Process receiving of inventory into stock.
• Arrange routine shipments (parcel, LTL, FTL, containerized export).
• Prepare and verify shipping documents (SLI, bills of lading, etc.).
• Escalate delays or service issues.
• Ensure hazardous-material shipments and AES filings comply.
• Maintain shipment records.
• Maintain office and warehouse supplies.
• Deposit checks; process invoices for payment.
• Liaise with property management; assist HR onboarding.
• Maintain digital filing systems.
• Perform other duties as assigned.

Skills

Excel

Attention to detail

Organizational skills

Communication skills

Education

Associate degree or higher in Logistics or related

Tools

ERP system

Job description

Job purpose

The Operations Coordinator manages daily administrative and logistical operations, partnering closely with customer service, warehouse personnel, and management to ensure seamless operational flow.

Key responsibilities

• Process customer orders, including preparation and review of invoices, packing lists, delivery documents and shipping instructions.
• Coordinate priorities and required completion times with the warehouse team.
• Verify that shipment documentation agrees with the order and the goods prepared for dispatch.
• Provide timely shipment and delivery-status information to relevant employees and customers, using approved communication protocols.
• Assist with order coordination between customers, operations and the warehouse.
• Process the receiving of inventory into stock for indent orders.
• Coordinate and arrange routine shipments, including parcel, LTL, FTL and containerized export shipments under established procedures and agreed service requirements.
• Gather, prepare and verify ERP & commercial invoices align, packing lists, Shipper’s Letters of Instruction (SLI), bills of lading, cargo details and other required shipping documents.
• Escalate delays, failed pickups or service issues.
• Ensure hazardous-material shipments and AES filings comply with company procedures and all applicable regulatory requirements.
• Maintain and file accurate shipment records by customer and promptly elevate delays, documentation issues, customs requirements or other exceptions.
• Maintain inventory levels for office and warehouse supplies and equipment.
• Collect, review and distribute incoming mail.
• Deposit checks with remote banking system software.
• Process invoices for payment.
• Maintain fleet data to include, insurance, registration, title, and service records.
• Liaise with property management company.
• Assist HR with onboarding of new employees.
• Coordinate and maintain digital filing systems for all operational documentation.
• Perform other related duties assigned by management.

Education and experience

• Associate degree, bachelor's degree or relevant post-secondary qualification in Logistics, Supply Chain Management, Business Administration, Operations or a related field; equivalent relevant experience may be considered.
• Up to two years of experience in logistics, order processing, receiving, customer service, warehousing administration or a comparable operational role is preferred; strong entry-level candidates may be considered.
• Basic understanding of purchase orders, invoices, packing lists and shipping or receiving documents is preferred.
• Working knowledge of Microsoft Office, particularly Excel; experience with an ERP or logistics system is an advantage.
• A willingness to complete hazardous-material, export-compliance or other job-related training as required.

Core competencies and personal attributes

• Accuracy and attention to detail - Carefully checks quantities, item numbers, dates, addresses and supporting documents before completing transactions.
• Organization - Manages multiple shipments, receiving tasks, documents and follow-ups without losing visibility of outstanding actions.
• Communication - Provides clear, professional and timely updates to the warehouse, Operations, carriers, suppliers and customers.
• Ownership and follow-through - Takes responsibility for assigned work, follows issues to resolution and escalates when needed.
• Teamwork - Works constructively with the warehouse and office teams and understands that system information must reflect physical operations.
• Customer focus - Understands the importance of accurate, timely logistics execution to customer service.
• Dependability and integrity - Maintains confidentiality, follows controls and can be relied upon to complete assigned responsibilities.
• Technology mindset - Uses systems and company digital tools confidently and looks for responsible ways to improve routine work.

Working conditions

• Office and warehouse environment with active daily interactions with warehouse staff.
• Occasional outdoor exposure when coordinating pickups, deliveries or warehouse activities.
• May occasionally need to respond to time-sensitive shipment or receiving issues outside normal routines.
• Physical demand: Must be able to walk, stand and occasionally lift up to 25-45 lbs

General -

This job description describes the principal purpose and responsibilities of the position but is not an exhaustive list. Duties may change as the employee's competence develops and the needs of Logicar evolve. Additional responsibilities should be assigned with appropriate training, supervision and authorization.