Experienced Operations Coordinator needed

$72,000 - $96,000/Yr

GPAC - Houston, TX

Full-time - Mid Level

Houston, TX

Administrative and Support Services

About the position

The Operations Coordinator will play a vital role in ensuring smooth operations related to billing cycles, accounts receivable (AR), logistics, inventory control, and supplier management. This position is essential for maintaining the efficiency of the operations within the company, particularly in the oilfield supply industry. The ideal candidate will be highly organized, detail-oriented, and capable of coordinating multiple aspects of the business, including invoicing, AR monitoring, logistics, and system management. The role requires a strong background in the oilfield supply industry, preferably within a pipe yard or coating environment, and involves sharing responsibilities with another employee. Key responsibilities include coordinating the billing cycle and AR processes, ensuring that all invoices are error-free and submitted promptly. The Operations Coordinator will also manage inventory control, ensuring that inventory spreadsheets are accurate and up to date, and will perform physical stock takes to resolve any discrepancies. Additionally, the role involves logistics coordination, managing the shipping and receiving of materials, and serving as the in-house champion for the ERP system, Acumatica. The candidate will assist in supplier management, engaging with suppliers for quotes and orders, and providing operational support to the sales teams as required. This position serves as a key liaison across geographies for operations teams and functions, contributing to the continuous improvement of company processes related to operations, inside sales, and ERP integration.

Responsibilities

• Compile required documentation for invoicing by liaising with sales, manufacturing, yards, and clients.
• Ensure invoices are error-free, include all necessary backing documentation, and are submitted promptly.
• Maintain orders and invoices within the ERP system (Acumatica) as needed.
• Coordinate invoicing with client Accounts Payable (AP) contacts.
• Monitor AR to ensure timely invoice processing by clients; follow up and resolve late payment issues.
• Maintain monthly Days Sales Outstanding (DSO) and sales trackers.
• Ensure inventory spreadsheets are accurate and up to date.
• Manage inventory within the ERP system.
• Liaise with yards and manufacturing to ensure accurate inventory reporting.
• Perform physical stock takes and resolve any discrepancies in inventory as needed.
• Manage the shipping and receiving of bare pipes, finished goods, and materials in and out of US-based yards.
• Coordinate logistics between client locations and company operations.
• Work closely with central logistics in Monterrey to ensure smooth material flows across divisions and borders.
• Serve as the subject matter expert for the ERP system, Acumatica.
• Coordinate system improvements, changes, and fixes with external IT consultants.
• Drive continuous improvement initiatives and perform regular evaluations of system efficiency.
• Assist in engaging with suppliers for quotes and orders.
• Manage supplier relationships, coordinate orders through the ERP system, and ensure timely invoice processing.
• Keep up-to-date pricing information for key materials.
• Liaise with suppliers to coordinate technical inspections as needed.
• Provide operational support to the sales teams as required.
• Coordinate priorities for the technical team and collaborate closely with account managers to maintain client relationships.
• Serve as the key liaison across geographies for operations teams and functions.
• Contribute to the continuous improvement of company processes related to operations, inside sales, and ERP integration.

Requirements

• Experience in a pipe yard or oilfield supplier, with coating experience being highly preferred.
• Strong organizational and communication skills.
• Familiarity with ERP systems (Acumatica preferred).
• Proactive problem-solving abilities and a strong focus on process improvement.
• Ability to work collaboratively across departments and geographies.

Benefits

• Health insurance
• 401k plan
• Paid holidays
• Flexible scheduling
• Professional development opportunities