Operations Coordinator

Powell Flutes Boston, a leading producer of world-renowned flutes and piccolos, is hiring for the position of Operations Coordinator.

For over 90 years, our flute makers have combined tradition and innovation with collaboration and creativity. With over 55 employees from 13 different nations, the result is a global, dynamic environment dedicated to quality and continuous improvement. This commitment to excellence creates world-class instruments that have made Powell the gold standard in the flute industry worldwide.

Projects

The Operations Coordinator position is a flexible position responsible for supporting daily operations at Powell Flutes. The position focuses on several key areas:

– Customer Service, Sales Support, Demo inventory management
– Shipping logistics
– Office Support

Responsibilities include but are not limited to:

Providing logistics management of instruments for customer trials, sales, and RMAs. Tracking, supporting and executing sales departments requests for inventory for trials, shows and customer visits in a timely manner. Recording item receipts and distributions in appropriate logs. Reviewing inventory counts on a regular basis.. Checking and reconciling inventory in MRP system. Addressing discrepancies with appropriate staff. Participating in quarterly and annual inventory audits.

Supporting dealers and customers with inquiries, orders, and any necessary follow up. Maintaining regular contacts with dealers to ensure all needs are met. Supervising the RMA process and addressing any concerns immediately with the quality control manager. This includes, but is not limited to, issuing RMA numbers, receiving returned instruments, delivering returned instruments to the quality manager for repair/replacement, coordinating the repair/replacement process to ensure a reasonable turnaround time, and returning the repaired/replaced instruments to the proper party

Packaging, weighing, labelling, and preparing boxes for pickup. Calculating and recording shipping charges for all packages. Inspecting all outgoing shipments for accuracy. Tracking shipments to ensure timely delivery. Working with delivery companies to resolve any errors and delays. Maintaining adequate stock of shipping supplies.

In addition to the above duties, the Operations Coordinator will :

– Maintain positive and productive relationships with customers, dealers and internal team.
– Answer main phone line and when needed, direct calls to proper departments.
– Open and distribute mail.
– Maintain, review and order all office and operational supplies approved by Materials Manager.
– Function as liaison between building landlord and Powell. Coordinate and oversee all facility maintenance and cleaning.
– Maintain all IT systems in operational order. Coordinate IT issues with external IT Support Company
– Update user access and phone listing as needed.
– Assign and monitor parking registration and security access. Serve as contact for emergency alarm calls.
– Complete all projects as assigned by Management.

Required profile

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that they can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

– Ability to read, write, speak, and understand the English language to communicate well with customers, vendors, and employees.
– Ability to effectively communicate with internal and external customers, with high levels of patience, tact, and diplomacy to collect accurate information, assess situations, and make decisions.
– Ability to use and maintain different types of office equipment and software.
– Ability to grasp, lift, carry and/or transport goods weighing a maximum of 40 lbs.
– High School Diploma or higher.
– Two years administrative experience desired.

Powell offers:

– Competitive pay
– Medical, dental, vision, life, and disability insurance
– 401(k) plan
– A friendly, diverse environment with ample opportunity for learning and growth
– An opportunity to work for a financially stable yet progressive and forward looking company

The position is based in Maynard, Massachusetts at our workshop. There is no remote option for this position.