Operations Coordinator (Entry Level)

Instant Systems Inc.; Norfolk (VA); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

401K

Health Benefits

Wellness Program

Life Insurance

Corporate Sponsored Events

Skill growth opportunities

Short Term Disability

Ability to Advance

Energetic problem solvers

Mission-driven workplace

Job summary

Instant Systems Inc. is seeking an Operations Coordinator to support the operations leader and cross-functional teams. You will help organize projects, meetings and day-to-day priorities while developing a career in operations, project management or manufacturing.

Ideal for recent graduates or early-career professionals who are highly organized, eager to learn and able to work with multiple departments. This full-time role offers exposure to continuous improvement, LEAN initiatives and

Qualifications

• Bachelor's degree in a related field or expected within 12 months.
• 0–2 years of professional experience or equivalent high-performance experiences.

Responsibilities

• Schedule meetings, prepare agendas, record minutes and track actions.
• Maintain project trackers, owners, deadlines and status updates.
• Assist cross-functional projects across Production, Engineering, Quality, Supply Chain and more.
• Support weekly/monthly operations reporting and KPI dashboards.
• Help update SOPs, work instructions and operational docs.
• Coordinate training rollouts and process/system changes.
• Gather information, quotes and documentation for operational projects.

Skills

Bachelor's degree in Business Admin

Operations coordination

Project management

Cross-functional collaboration

Strong organizational skills

Effective written and verbal comms

Attention to detail

Ability to learn new systems

Problem solving

Discretion with confidential info

Education

Bachelor's degree in Business Administration, Operations or Supply Chain Management, Engineering, Project Management, or related field

Tools

LEAN

Microsoft Office

Job description

The Operations Coordinator supports the Instant Systems’ operations leader and cross-functional teams to help keep projects, reporting, meetings and day-to-day operational priorities organized and moving forward. This is an excellent opportunity for a recent graduate or early-career professional who is highly organized, eager to learn and interested in developing a career in operations, project management or manufacturing.

Responsibilities

• Schedule meetings, prepare agendas and meeting materials, record meeting minutes and track action items through completion.
• Maintain project and task trackers, including project owners, deadlines, status updates, next steps and open items.
• Follow up with team members and project owners regarding outstanding tasks, deadlines and required information.
• Assist with coordinating cross-functional projects involving Production, Engineering, Quality, Supply Chain, EHS, Finance and other departments.
• Assist with project schedules, timelines and status updates and communicate potential delays or concerns to the appropriate team members.
• Maintain KPI dashboards and assist with collecting, organizing and updating operational data.
• Assist with weekly and monthly operations reporting, including metrics such as output, on-time delivery, yield, scrap, safety, headcount and overtime.
• Assist with preparing reports, presentations and other materials for operations leadership and department meetings.
• Support continuous improvement and LEAN initiatives by helping coordinate activities, document improvements and track follow-up items.
• Assist with updating SOPs, work instructions, forms, reports and other operational documentation.
• Help maintain organized and accurate projects, operational and department records.
• Assist with coordinating training rollouts, documentation updates and other activities associated with process or system changes.
• Support smaller operational projects and improvement initiatives from planning through completion.
• Assist with coordinating vendors, contractors and internal resources as assigned.
• Assist with gathering information, quotes and documentation needed for operational projects and purchases.
• Help coordinate logistics and travel for meetings, customer or supplier visits, audits and other operations activities.
• Assist with preparing materials and organizing information for internal and external meetings and presentations.
• Support the Operations Leader and operations team with research, reporting, scheduling, documentation and other administrative needs.
• Maintain confidentiality of business, customer and personnel information.
• Learn and follow Instant Systems’ quality, safety, documentation and operational procedures.
• Other responsibilities as assigned

To Be Considered You’ll Need

• Bachelor's degree in Business Administration, Operations or Supply Chain Management, Engineering, Project Management, or a related field; degree completed or expected to be completed within the next 12 months. Other bachelor's degree disciplines may be considered based on relevant coursework, experience, or demonstrated interest in operations or project management.
• 0-2 years of professional experience or skill development from high-performance experiences such as athletics, leadership organizations, internships, co-ops, is highly valued.
• Legal authorization to work in the U.S. and not require employment-based sponsorship now or in the future.
• A demonstrated ability to follow through and execute.
• strong organizational skills and the ability to manage multiple priorities, deadlines and follow-up items.
• strong written and verbal communication skills.
• ability to learn new systems, processes and software quickly.
• strong attention to detail and accuracy.
• ability to work effectively with individuals across multiple departments and levels of an organization.
• demonstrated problem-solving and critical-thinking skills.
• Ability to take direction, ask questions, follow through and work independently as responsibilities increase.
• demonstrated discretion when handling confidential information.
• creative problem-solving skills.
• core values of honesty and respect.
• a thirst for learning.
• the desire to be challenged.

You Will Thrive If You

• enjoy an autonomous work environment.
• have a LEAN mindset.
• are the first person to help.
• seek out opportunities to bring added value.

Company Benefits & Perks

• 401K
• Health Benefits: Medical, Dental, Vision
• Wellness Program
• Life Insurance
• Corporate Sponsored Events
• Skill growth opportunities
• Short Term Disability
• Ability to Advance
• Working with energetic & creative problem solvers
• A mission worthy of your energy and expertise

Instant Systems’ provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.