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Trilion Quality Systems · 2 days ago

Operations Coordinator

Greater Philadelphia

Full-time

Onsite

Mid Level

3+ years exp

Trilion Quality Systems is a leader in the Optical Metrology Industry, seeking an Operations Coordinator to support projects and operations at their King of Prussia headquarters. The role involves tracking project stages, coordinating logistics, and maintaining operational data to ensure efficient business operations.

Civil EngineeringIndustrial EngineeringMechanical Engineering

No H1B

U.S. Citizen Only

Responsibilities

Track the exact stage of all active projects and jobs using defined workflows

Collect and validate status updates from Engineering and Sales

Ensure operational records reflect real-world progress

Provide reliable visibility into operational progress and handoffs

Support handoffs without owning prioritization or delivery commitments

Flag stalled, conflicting, or unclear project states and escalate appropriately

Coordinate information flow between Engineering, Sales, and Finance

Assist production team with project execution as needed

Basic ordering of accessory items under predefined budgets and ordering instructions

Basic packing for small orders from online store (minimal)

Book and support inbound and outbound shipments between vendors, Trilion and customers

Coordinate with carriers, freight forwarders, and customs brokers

Assist with import/export documentation and clearance follow-ups

Act as a point of contact for customers’ shipping inquiries

Track shipments end-to-end and update internal records

Request, review, and approve shipping estimates and costs within predefined approval limits

Oversee all package pickup and receiving at the Headquarters location

Maintain accurate inventory and equipment location records

Track equipment check-in/check-out and movements

Flag discrepancies or missing assets

Answer and route incoming phone calls

Log inbound operational requests and ensure follow-up

Log visitors to Headquarters location

Assist with vendor communications related to outstanding orders

Track vendor commitments and delivery status

Escalate commercial or contractual matters to the appropriate owner

Maintain accurate operational data in ERP and CRM systems (including HubSpot and Odoo)

Act as a front-line operational point of contact for system usage questions or issues

Triage and escalate system issues to the CFO or designated system owners

Support adherence to agreed workflows and data standards

Book shipments and approve logistics costs within defined thresholds

Order accessory equipment within defined thresholds for preapproved requests

Enforce completeness and accuracy of operational data

Request updates and clarification from teams

Escalate blockers and unresolved issues

Qualification

Operations coordinationLogistics coordinationERP/CRM systemsShippingLogisticsAttention to detailTeam coordinationCommunication skillsInterpersonal skills

Required

3–6 years of experience in operations coordination, logistics coordination, or project coordination

Excellent communication and interpersonal skills

Experience working with ERP/CRM systems in an operational context

Familiarity with shipping, logistics, or inventory tracking

Strong attention to detail and data discipline

Ability to coordinate across teams without formal authority

US Citizen or permanent resident

This position is full-time, exempt, not eligible for overtime

100% in-office at our headquarters in King of Prussia, PA, not eligible for remote work

0% travel required

Preferred

Experience in technical, engineering, or hardware-focused environments

Exposure to import/export or freight coordination

Experience supporting project or job tracking workflows

Benefits

Competitive salary and annual bonus eligibility

15 paid vacation days and 10+ paid company holidays per year

Medical, dental, and vision health insurance at zero cost for your coverage and at half cost for your dependents

401(k) retirement benefit (eligible after nine months’ service) with 3% employer contribution and eligibility for profit sharing employer contribution

Opportunities for professional development and growth