POSITION SUMMARY

The Operations Coordinator is responsible for independently assisting in the management of the full production lifecycle of all client orders at emblm, from completed sale through final delivery. This role owns the day-to-day operations of the business, exercising significant independent judgment in production scheduling, workflow management, vendor coordination, quality control, and issue resolution, all with minimal oversight from company leadership. The Operations Coordinator functions as the operational backbone of the company. The owner relies on this role to run production independently and make real-time decisions that impact delivery timelines, client satisfaction, and company profitability.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Production Lifecycle Management Manage the entire production process from completed sale through final shipment, including order processing, production scheduling, vendor coordination, quality verification, and delivery logistics. Independently prioritize and schedule production workflows across all active orders, making real-time adjustments based on complexity, deadlines, and resource availability. Ensure all orders are produced and shipped accurately and within established timelines. Coordinate with clients to obtain design proof approvals and communicate regarding shipping statuses, timelines, and any potential delays. Proactively identify production bottlenecks and implement process improvements to increase efficiency and reduce errors. Vendor Coordination and Quality Assurance Verify vendor accuracy for all sourced products, ensuring specifications match client requirements. Coordinate with production vendors on order specifications, timelines, artwork requirements, and delivery schedules. Resolve production issues independently, including vendor errors, shipping delays, quality discrepancies, and rush order logistics. Set up and maintain vendor accounts in company systems. Operational Decision-Making and Process Ownership Make independent day-to-day operational decisions regarding production priorities, resource allocation, and workflow adjustments without direction from the owner. Exercise judgment on how to handle production complications, including determining when to escalate, when to renegotiate vendor timelines, and when to implement alternative solutions. Manage large and complex projects with heightened attention, coordinating multiple vendors, extended timelines, and custom production requirements. Develop and refine standard operating procedures for production and fulfillment workflows. Financial and Administrative Operations Complete accounts receivable (A/R) and accounts payable (A/P) processes. Perform Basic QuickBooks Online (QBO) record-keeping. Manage sales tax payments and compliance. Client Communication and Support Serve as a secondary point of contact for clients during the production and fulfillment phase. Provide customer service support for order-related inquiries via phone and email. Communicate proactively with clients regarding order status, potential issues, and delivery updates.

SUPERVISORY RESPONSIBILITY

No direct reports. However, this role operates with a high degree of independence. The owner does not direct or oversee day-to-day production decisions, workflow management, or operational problem-solving. The Operations Coordinator is expected to independently run the production function of the business.

QUALIFICATIONS

Education and Experience Minimum 3 years of operations, production management, or project coordination experience. Experience in corporate gifting, promotional merchandise, e-commerce fulfillment, or similar industries preferred. Prior experience managing end-to-end production or fulfillment workflows preferred. Knowledge and Skills Strong organizational and project management abilities; able to manage multiple concurrent orders with competing deadlines. Proficiency in QuickBooks Online (QBO) or similar accounting software. Proficiency in Microsoft Office Suite and Google Workspace. Excellent written and verbal communication skills. Strong problem-solving abilities and a proactive approach to identifying and resolving issues. Knowledge of vendor management, product sourcing, and shipping/fulfillment logistics. Ability to work independently and manage priorities without close oversight.

WORK ENVIRONMENT

Hybrid remote position requiring in-person attendance 2-3 days per week at the Eliot, ME office. Prolonged periods of sitting and computer-based work. Regular communication via phone, email, and video calls. May require occasional handling of product samples or merchandise.

Job Type:

Full-time Pay:

$50,000.00 - $55,000.00 per year

Benefits:

401(k) Life insurance Paid time off Application Question(s): How would your current and former supervisors and co-workers describe you?

Work Location:

Hybrid remote in Eliot, ME 03903