Operations & Customer Service Coordinator

One Frozen, LLC; City of Rochester (NY); On-site; USD 52,000 - 78,000; Full time

Job summary

One Frozen, LLC in Rochester, NY is seeking an Operations & Customer Service Coordinator who will serve as the connective tissue across departments. You will handle invoicing, stock reconciliation, data management, and cross-functional support to keep day-to-day operations running smoothly.

During the initial period, you may cover for responsibilities within the department while another team member is on leave.

Qualifications

• 2–4 years of experience in operations, admin, accounting support, or data-focused roles.
• Strong attention to detail with proven accuracy in data entry, invoicing, or reconciliation work.
• High familiarity with Microsoft Excel (formulas, VLOOKUP, pivot tables) and general office software.
• Excellent communication skills— both written and verbal.
• Ability to manage multiple priorities in a fast-paced environment.
• Self-starter mindset: comfortable flagging issues and proposing solutions.

Responsibilities

• Invoicing & Billing Support — daily process, review, and track invoices with precision.
• Stock Reconciliation — weekly inventory reconciliations and variance resolution.
• Data Entry & Records Management — maintain accurate records across ERP and portals.
• Cross-Functional Support — bridge between Operations, Finance, and Sales.

Skills

Attention to detail

Excel proficiency (VLOOKUP, Pivot)

Excellent communication

Multitasking

Self-starter

Tools

SAP experience

APIs / Zapier / Power Automate

Job description

We are looking for a detail-driven, tech-curious Operations & Customer Service Coordinator to join our team and serve as the connective tissue across departments. This is a cross-functional role where you will be a central player in the day-to-day operational workflows that keep our business running — from invoicing and stock reconciliation to purchase orders creation and data management. The key to success revolves around an extreme attention to details, and a keen eye for discrepancies.

During the first several months, this position will also provide coverage for certain

responsibilities within the department while another team member is on approved leave.

Core Responsibilities

• Invoicing &Billing Support — Daily process, review, and track customer and vendor invoices with precision and timeliness. Coordinate with finance and sales teams to resolve inconsistencies and ensure proper documentation.
• Stock Reconciliation — Conduct weekly inventory reconciliations between system records and physical counts. Investigate and resolve variances, document findings, and work with warehouse and procurement teams to maintain data integrity.
• Data Entry & Records Management — Maintain accurate, up-to-date records across operational systems. Enter, update, and audit data on internal ERP and via customers’ portals to ensure accurate order processing, while guaranteeing consistency and reliability for reporting and decision-making.
• Cross-Functional Support — Act as a bridge between Operations, Finance, and Sales. Help streamline handoffs, track open items, raise flags, and ensure information flows smoothly between departments.

Temporary Retail Channel Responsibilities (Parental Leave Coverage)

• Maintain and submit retailer-specific sales, inventory and inbound freight reports for key retail accounts to internal/external stakeholders.
• Manage retail customer portals and other applicable retailer systems. Assist sales and commercialization team’s as necessary.
• Serve as the first point of contact for routine retail operational inquiries and customer administrative requests, including QA follow-up.
• Generate follow-up notes and task assignments for all meetings.
• Assist with sample creation, shipments and retail customer follow-ups (as necessary).
• Process Improvement — Identify bottlenecks and repetitive tasks in daily workflows. Propose and help implement solutions that save time and reduce errors.
• Systems Integration — Support the connection and data flow between operational tools and platforms. Help test, document, and refine system workflows as we scale.

Required Qualifications

• 2–4 years of experience in operations, administrative, accounting support, or data-focused roles
• Strong attention to details with proven accuracy in data entry, invoicing, or reconciliation work
• High familiarity with Microsoft Excel (formulas, VLOOKUP, pivot tables) and general office software
• Excellent communication skills— both written and verbal
• Ability to manage multiple priorities and shift between tasks in a fast-paced environment.
• Self-starter mindset: comfortable asking questions, flagging issues, and proposing solutions.

Preferred Qualifications

• SAP experience — not required, but if you have worked in SAP (S/4HANA, Business One, or similar ERP), it is a strong plus and will help you ramp faster.
• Systems integration experience — familiarity with connecting tools via APIs, Zapier, Power Automate, or similar workflow automation platforms.
• Experience with inventory management systems or warehouse operations
• Familiarity with basic SQL or data query concepts
• Knowledge of the frozen food industry and international logistics.