Operations Coordinator

Milk Specialties Company - Boscobel, WI

Full-time - Entry Level

Boscobel, WI

Food Manufacturing

About the position

The Operations Coordinator at Milk Specialties Global plays a crucial role in managing the office and plant business systems while developing process improvements to ensure timely and accurate information flow. This position is integral to the operations of the animal nutrition division, which is recognized as a leading supplier of functional fats, proteins, and carbohydrates. The Operations Coordinator will be responsible for a variety of tasks that include customer and order management, order processing and data entry, administrative support, and inventory management. The ideal candidate will be passionate about optimizing health and nutrition through high-quality ingredients and will work collaboratively with a dedicated team to enhance product performance and value. In the realm of customer and order management, the Operations Coordinator will receive and accurately process customer orders within 24 hours of receipt, ensuring that all necessary documentation is scanned and stored appropriately. This role requires effective communication with customers and staff regarding order changes and problem resolution. Additionally, the coordinator will assist with freight quotes and manage incoming checks related to customer transactions. The order processing and data entry responsibilities include accurately entering work orders into the production management system, creating purchase orders based on production requirements, and acting as a liaison between the production team, procurement department, and vendors. This ensures that operations run smoothly and that all parties are aligned with production needs and vendor agreements. Administrative and office support tasks will involve general administrative duties such as filing, faxing, and maintaining office organization. The Operations Coordinator will also handle incoming calls, greet visitors, sort incoming mail, and prepare outgoing shipments. Maintaining the office area and managing inventory supplies will be essential to ensure a well-functioning work environment. Finally, the coordinator will oversee inventory management for supplies needed in the plant and lab, including safety equipment and personal protective equipment (PPE) for visitors. This multifaceted role is vital to the operational success of Milk Specialties Global, contributing to the overall mission of enhancing health and nutrition through innovative product offerings.

Responsibilities

• Receive and accurately process customer orders within 24 hours of receipt and process through System 21.
• Send out Order Acknowledgements on all customer orders.
• Process changes to orders as needed, communicate change with customers and staff as needed, resend order acknowledgement to customer.
• Scan PO from customer into Smart Search for each order.
• Scan BOL, pick, trailer inspection form, and anything else we have for each order into Smart Search.
• Assist with problem resolution of customer inquiries and concerns.
• Assist with freight quotes when customers request one.
• Handle and mail checks that come in from customer or from companies that we send metal or pallets to for a credit to the lockbox.
• Accurately enter and process work orders into the company's production management system.
• Create and issue purchase orders based on production requirements and inventory levels.
• Ensure that purchase orders align with production needs and vendor agreements.
• Act as a liaison between the production team, procurement department, and vendors to ensure smooth operations.
• Perform general administrative responsibilities as needed including miscellaneous filing, distributing and sending faxes, coordinating office machine maintenance, document preparation, and office organization.
• Answer incoming calls and direct them to appropriate person.
• Screen calls and take messages as necessary.
• Greet and direct all visitors.
• Daily sort all incoming company mail and UPS packages and distribute as necessary.
• Prepare outgoing mail.
• Prepare all pick-ups and necessary paperwork for outgoing UPS and Fed Ex shipments.
• Maintain office area daily and maintain inventory of supplies and order when needed.
• Order supplies for the Plant/Lab and own the inventorying of said items.
• Manage safety shoe/boot ordering.
• Maintain PPE for visitors.

Requirements

• Strong organizational skills and attention to detail.
• Excellent communication skills, both verbal and written.
• Proficiency in using office software and production management systems.
• Ability to manage multiple tasks and prioritize effectively.
• Experience in customer service and order management.

Nice-to-haves

• Experience in inventory management.
• Familiarity with safety regulations and PPE requirements.
• Knowledge of the animal nutrition industry.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• 401(k) company match program