Operations Coordinator – Customer Service, Sales & Logistics

Pasona N A, Inc.; Novato (CA); Hybrid; USD 54,000 - 64,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) plan with company contribution

Paid time off and holidays

Paid sick leave

Hybrid work arrangement

Employee discounts

Job summary

Pasona N A, Inc. in Novato, CA is seeking an Operations Coordinator to support customers nationwide, the sales team, logistics, and office administration in a hybrid role.

You will manage the full order cycle from receiving orders and coordinating shipments to invoicing and following up on payments, collaborating with Sales, Logistics, Warehousing, and Accounting to ensure on-time, accurate delivery. Strong organizational skills and ERP experience are preferred, with SAP implementation

Qualifications

• 1–3 years of experience in order processing, logistics, or related areas.
• Experience with invoicing, accounts receivable follow-up, or payment deductions preferred.
• Experience in seafood, food distribution, wholesale, import/export, or related industry is a plus.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Experience with SAP or another ERP system is highly desirable.

Responsibilities

• Enter, process, track, and maintain customer orders.
• Respond to customer inquiries by phone and email promptly.
• Provide order confirmations, shipment updates, and delivery information.
• Coordinate with internal teams to resolve delivery delays and order discrepancies.
• Prepare and issue customer invoices accurately and on time.
• Monitor payment status and follow up on outstanding balances.
• Coordinate with Accounting and Sales teams regarding payments and issues.
• Assist with pricing information, sales documents, and special projects.
• Coordinate internally to ensure Sales has the information needed to support customers.

Skills

Order processing

Logistics coordination

Accounts receivable

Office administration

Invoicing

QuickBooks

SAP

Japanese language ability

Multitasking

Communication

Tools

QuickBooks

SAP

Job description

Operations Coordinator - Customer Service, Sales & Logistics

Work Arrangement: Hybrid - Four Days On-Site / One Day Remote

Employment Type: Full-Time, Non-Exempt

Hourly Rate: $26.00-$31.00 per hour

Bonus Opportunity: Annual performance-based bonus may be available

Position Overview

A well-established international seafood import and distribution company is seeking a highly organized and service-oriented Operations Coordinator to support its customers, nationwide sales team, logistics operations, and daily office administration.

This position plays an important role in managing the full order cycle—from receiving customer orders and coordinating shipments to issuing invoices and following up on outstanding payments. The Operations Coordinator will work closely with customers, Sales, Logistics, Warehousing, Accounting, and other internal teams to ensure orders are processed accurately and delivered on time.

This is an excellent opportunity for someone who enjoys a varied role combining customer service, sales support, logistics coordination, accounting support, and office administration within an international business environment.

Key Responsibilities

Order Processing and Customer Service

• Accurately enter, process, track, and maintain customer orders
• Respond to customer inquiries by phone and email in a timely and professional manner
• Provide customers with order confirmations, shipment updates, and delivery information
• Coordinate with internal teams to resolve delivery delays, order discrepancies, and other service-related issues
• Maintain accurate customer, pricing, order, and shipment records
• Develop positive working relationships with customers and provide consistently high-quality service

Invoicing and Accounts Receivable Support

• Prepare and issue customer invoices accurately and on time
• Monitor payment status and follow up with customers regarding outstanding balances
• Research and help resolve payment discrepancies, deductions, and billing-related questions
• Coordinate with the Accounting and Sales teams regarding customer payments and account issues
• Maintain accurate documentation of invoices, deductions, payments, and customer communications
• Provide administrative and operational support to a nationwide internal sales team
• Arrange product samples and coordinate sample shipments
• Maintain and monitor sample inventory
• Manage customer and vendor online portals
• Assist with pricing information, sales documentation, customer requests, and special projects
• Coordinate internally to ensure the Sales team has the information and materials needed to support customers effectively

Logistics and Import Support

• Coordinate domestic transportation and truck arrangements
• Support import customs clearance and related documentation
• Work closely with freight forwarders, customs brokers, warehouses, carriers, and internal Traffic and Logistics teams
• Monitor shipments and communicate delivery schedules or potential delays to customers and internal stakeholders
• Assist with documentation for domestic and international shipments
• Help ensure timely and accurate movement of imported and distributed products

Office Administration

• Support employee onboarding and offboarding processes
• Purchase and manage office supplies, beverages, and other workplace items
• Provide basic IT coordination and communicate with external or internal IT support as needed
• Arrange meals, meetings, and other logistics for visiting employees, executives, and business guests
• Assist with planning company meetings, team events, and employee activities
• Perform general administrative duties and other projects as assigned

Systems and Process Support

• Work with QuickBooks and other internal business systems
• Assist with the company's planned implementation of SAP
• Support data preparation, system testing, documentation, and user transition activities
• Identify opportunities to improve order-processing, customer-service, and administrative procedures

Preferred Qualifications

• One to three years of experience in one or more of the following areas:
• Order processing
• Domestic or international logistics
• Import/export operations
• Office administration
• Experience with invoicing, accounts receivable follow-up, or payment deductions is preferred
• Experience in seafood, food distribution, wholesale, import/export, or a related industry is a plus
• Proficiency in Microsoft Office, including Excel, Word, PowerPoint, and Outlook
• Experience with QuickBooks is preferred
• Experience with SAP or another ERP system is highly desirable
• Japanese language ability is a plus due to the company's international business activities
• Strong organizational and time-management skills
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Excellent attention to detail, particularly when handling invoices, contracts, orders, and inventory data
• Strong written, verbal, and interpersonal communication skills
• Ability to collaborate effectively with customers, vendors, and a nationwide internal sales team

Work Schedule

This is a full-time position requiring eight working hours per day, excluding a 30- to 60-minute meal period.

• Core business hours: 8:30 a.m.-3:00 p.m.
• Start and end times may offer some flexibility based on operational requirements
• Employees may generally begin work between approximately 6:30 a.m. and 8:30 a.m.
• The current hybrid schedule allows one remote workday per week, with the remaining four days worked at the Novato office
• The hybrid arrangement is subject to change based on business needs

Compensation

• Hourly Rate: $26.00-$31.00 per hour, depending on experience and qualifications
• Classification: Non-Exempt
• Overtime compensation will be provided in accordance with applicable California law
• The position may also be eligible for an annual performance-based bonus based on company results

Candidates with Japanese-language ability, SAP experience, import/export knowledge, or extensive order-management experience may receive compensation consideration based on their overall qualifications.

The company offers a competitive benefits package that includes:

• Medical, dental, and vision insurance
• Company pays 80% of the employee's premiums
• Company pays 60% of dependent premiums
• 401(k) plan with a 3% company contribution
• 10 paid company holidays per year
• 72 hours of paid sick leave annually
• Paid Time Off:
• First year: Prorated based on hire date
• Years 2-5: 10 days annually
• Years 6-10: 13 days annually
• Year 11 and beyond: 15 days annually

Why Join Us?

This position offers the opportunity to gain broad experience across customer service, sales support, international logistics, accounting coordination, and office operations. The successful candidate will also have the opportunity to participate in an upcoming SAP implementation and contribute to process improvements within a stable international organization.