Operations Coordinator

Circle Systems, Inc.; St. Marys (GA); On-site; USD 48,000 - 64,000; Full time

Job summary

Circle Systems, Inc. in St. Marys, GA is seeking an Operations & Customer Service Coordinator to join our team. You will handle order entry, invoicing, shipping, and office operations while supporting production, sales, and logistics.

The role requires strong organizational skills, experience with QuickBooks and Microsoft Office, and the ability to manage multiple priorities in a manufacturing environment.

Qualifications

• Minimum of 3 years of experience in office administration, order processing, logistics, accounting, customer service, or a related field.
• Experience using QuickBooks or similar accounting software.
• Proficiency in Microsoft Office applications, including Excel, Word, and Outlook.
• Strong organizational, communication, and problem-solving skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced manufacturing environment.
• Positive attitude and a collaborative, team-oriented approach.

Responsibilities

• Process customer orders accurately using the company's order management and accounting systems.
• Generate invoices, process payments, and maintain customer records.
• Coordinate daily activities with production, shipping, and sales teams.
• Communicate with customers regarding order status, shipments, returns, and general inquiries.
• Prepare customer quotations and supporting documentation.
• Reconcile freight invoices and verify shipping charges.
• Prepare shipping documents, certifications, and HAZMAT paperwork as required.
• Manage shipments through multiple carriers and freight methods, including UPS, FedEx, DHL, LTL, air freight, and ocean freight.
• Maintain inventory records and manage office supply purchasing.
• Coordinate equipment calibrations and facility maintenance activities.
• Assist with payroll tracking and employee PTO administration.
• Identify and implement opportunities to improve office procedures and order fulfillment processes.

Education

Associate's or Bachelor's degree in Business, Accounting, Supply Chain, or related field

Tools

QuickBooks

Microsoft Office

Job description

Operations & Customer Service Coordinator

Circle Systems, Inc. – St. Marys, GA

Circle Systems is a leading manufacturer of magnetic particle inspection and ultrasonic testing products serving the aerospace, automotive, energy, and industrial manufacturing industries worldwide. We are seeking a highly organized, detail-oriented Operations & Customer Service Coordinator to become an integral part of our team.

This role is ideal for someone who enjoys wearing multiple hats, working directly with customers, and supporting all aspects of the business—from order entry and invoicing to shipping, logistics, and office operations.

Key Responsibilities

• Process customer orders accurately using the company's order management and accounting systems
• Generate invoices, process payments, and maintain customer records
• Coordinate daily activities with production, shipping, and sales teams
• Communicate with customers regarding order status, shipments, returns, and general inquiries
• Prepare customer quotations and supporting documentation
• Reconcile freight invoices and verify shipping charges
• Prepare shipping documents, certifications, and HAZMAT paperwork as required
• Manage shipments through multiple carriers and freight methods, including UPS, FedEx, DHL, LTL, air freight, and ocean freight
• Maintain inventory records and manage office supply purchasing
• Coordinate equipment calibrations and facility maintenance activities
• Assist with payroll tracking and employee PTO administration
• Identify and implement opportunities to improve office procedures and order fulfillment processes

Qualifications

Required Qualifications

• Minimum of 3 years of experience in office administration, order processing, logistics, accounting, customer service, or a related field
• Experience using QuickBooks or similar accounting software
• Proficiency in Microsoft Office applications, including Excel, Word, and Outlook
• Strong organizational, communication, and problem-solving skills
• Excellent attention to detail and accuracy
• Ability to manage multiple priorities in a fast-paced manufacturing environment
• Positive attitude and a collaborative, team-oriented approach

Preferred Qualifications

• Associate's or Bachelor's degree in Business, Accounting, Supply Chain, or a related field
• Previous experience in a manufacturing or industrial environment
• Experience with inventory management systems or ERP software
• Knowledge of domestic and international shipping methods, including parcel, LTL, air, and ocean freight
• HAZMAT shipping experience or certification