Operations Coordinator (Entry Level)

About the role

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

Requirements

• 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.

Qualifications

• 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.

Skills

• Enjoy an autonomous work environment.
• Have a LEAN mindset.
• Are the first person to help.
• Seek out opportunities to bring added value.

Benefits