Operations coordinator

Clear Ballot Group; Nashua, Northern (NH, KY); Hybrid; USD 52,000 - 60,000; Full time

Job summary

Clear Ballot Group in Nashua, NH is seeking an Operations Coordinator to bridge logistics, finance, services, R&D, and sales. You will ensure teams receive necessary equipment, materials, and information to succeed, while maintaining organized workflows in a fast-paced environment.

The role emphasizes ERP-driven purchasing, stock control, and cross-department collaboration, with a hybrid schedule and in-office onset. Strong Excel and ERP experience are valued for effective data-driven decisions.

Qualifications

• Strong organizational skills with the ability to keep details accurate.
• Ability to juggle multiple tasks across departments.
• Analytical mindset with attention to data and processes.
• Self-driven with a focus on continuous improvement.
• Proficient with Microsoft Excel at an intermediate/advanced level.
• Experience using an ERP system for logistics/finance.
• Ability to lift up to 50 pounds.

Responsibilities

• Process purchasing workflows within the ERP to collect data and store information.
• Identify and drive process improvements within the ERP.
• Summarize data and forecasts using Excel and PowerPoint for stakeholders.
• Identify new vendors and manage pricing, terms, and relationships.
• Assist planning, logistics, and procurement of components for inventory builds.
• Monitor stock levels and prepare reports for stakeholders.
• Participate in inventory counts, receipts, and shipments.
• Update costs, BOMs, and pricing inputs.
• Prepare purchase orders and coordinate approvals; adjust forecasts as needed.
• Reconcile vendor bills and credit card expenses; perform spend analyses.
• Support budgeting cycles and align PO with cash flow goals.

Skills

Organizational skills

Multitasking

Analytical mindset

Self-driven

Communication

Physical capability (lift 50 lbs)

Tools

ERP system

Microsoft Excel

Job description

Location: Nashua, NH
Work Arrangement:Hybrid – 75% in office at onset

The Operations Coordinator role is the backbone of our daily business functions. In this position, you will bridge the gap between logistics, finance, professional services, research & development, sales, and general operations. You will be responsible for providing various teams with the equipment, materials, and information they need to succeed.

This role requires a high degree of organization and planning, the ability to develop, implement, and refine workflows, and comfort working in a fast-paced environment that requires quick pivots between diverse tasks and departments.

Key Responsibilities

Technology

• Work within the Enterprise Resource Planning (ERP) system to complete purchasing workflows, collect data, and store information on proprietary and third-party products
• Identify and drive process improvements within the ERP
• Use Microsoft Excel, PowerPoint, and other tools to summarize data, prepare forecasts, and communicate insights

Supply Chain & Inventory Logistics

• Identify new and supplementary vendors to meet business needs; establish professional relationships through pricing and term negotiations, profile setup, and technical discussions
• Assist with planning, logistics, and procurement of components to support inventory builds
• Monitor stock levels, review relevant data (e.g., stock reports, pricing), and prepare reports for stakeholders
• Participate in inventory counts, receipts, and shipments
• Update costs of commercial off-the-shelf (COTS) equipment, inventory bills of materials (BOM), and other pricing inputs
• Prepare purchase orders; ensure proper review and approval; adjust timelines for forecasted or unconfirmed spend (e.g., RFQs)
• Match and reconcile vendor bills against purchase orders in the accounting system
• Reconcile credit card expenses and prepare spend analyses
• Identify opportunities for cost savings and process efficiencies
• Participate in the budgeting cycle

Cross-Departmental Support

• Support facility operations, including purchasing supplies, coordinating inventory movement, and handling facility communications
• Liaise with product managers to gather technical specifications, product limitations, and other factors impacting purchasing decisions
• Align purchase orders with Finance team cash flow goals; maintain short-, medium-, and long-term forecasts
• Understand the sales pipeline and its impact on inventory and purchasing needs
• Coordinate with the professional services team on order logistics, timing, and component requirements
• Collaborate with IT leadership to manage software renewals and license allocations
• Perform other duties as assigned

Qualifications & Skills

• Strong organizational skills with the ability to communicate details clearly and promptly
• Ability to multitask and prioritize across multiple departments
• Analytical mindset with attention to detail
• Self-driven with a focus on continuous improvement
• Intermediate to advanced proficiency in Microsoft Excel
• Experience working within an ERP system for logistics and/or finance
• Ability to lift up to 50 pounds