Operations Assistant

Job OverviewThe Office Operations Coordinator oversees daily office operations and coordinates criticalequipment logistics for NextBev. This role ensures the accurate and timely movement, tracking,and delivery of equipment and products to customers while supporting compliance, vendorcoordination, inventory management, and internal operational efficiency. The position requiresexceptional organizational skills, meticulous attention to detail, and the ability to managemultiple operational workflows simultaneously.Key Responsibilities1. Shipping & Logistics Coordination- Coordinate daily shipping and logistics operations to guarantee timely and accurate deliveryof equipment and products.- Monitor shipment schedules, tracking updates, and delivery timelines, proactively resolvingany delays or issues.- Oversee packing, labeling, and fulfillment processes to maintain shipping accuracy andminimize delivery errors.- Communicate shipment tracking information and delivery updates clearly to internal staffand customers.- Coordinate freight pickups, carrier scheduling, and local shipping drop-offs as required.- Continuously evaluate and improve logistics workflows to optimize shipping efficiency.2. Carrier & Vendor Relations- Maintain strong professional relationships with carriers, vendors, distributors, and freightproviders.- Compare shipping rates and negotiate pricing, terms, and service agreements to supportcost-savings initiatives.- Coordinate with vendors regarding equipment warranties, replacements, and specializedprocurement needs.- Source competitive quotes and pricing for tools, equipment, and general operationalSupplies.3. Documentation & Compliance- Prepare and systematically maintain shipping records, customs documentation, taxexemption forms, and operational reports.- Manage documentation across compliance platforms (including ISN, Veriforce, andGatfeed) to ensure active qualification for customer job sites.- Coordinate insurance and OSHA-related compliance documentation with internal teamsand external safety providers.- Develop and maintain operational procedures and equipment handling guidelines tomitigate risk of equipment damage and loss.- Maintain a comprehensive registry of distributors and manufacturers to optimize pricingstructures and minimize supply lead times.4. Equipment Maintenance & Inventory Control- Maintain an accurate, real-time inventory of company assets, replacement parts, andequipment stock across office racks, crates, and specialized cases (e.g., Pelicans).- Coordinate scheduled equipment maintenance, emergency repairs, annual calibrations,and the replenishment of essential operational tools.- Develop and execute standardization protocols for field equipment to ensure operationalconsistency, minimize prep time, and improve on-site efficiency.- Oversee the general upkeep, cleanliness, and maintenance schedules for both the officeenvironment and company vehicles.5. Staff Support & Internal Operations- Ensure all field personnel are equipped with current calibration/service stickers, appropriatePersonal Protective Equipment (PPE), and company-branded gear for job sites.- Review employee expense reports for accuracy, receipt verification, and strict policycompliance.- Assist with onboarding logistics, facility setup, and relocation support for incoming newhires.- Coordinate office administrative operations, facility upkeep, and corporate team events.- Research relevant training programs, certifications, and professional developmentopportunities for team members.- Gather internal operational feedback to implement iterative process improvements thatmaximize overall team efficiency.6. Customer & Service Coordination- Prepare and manage formal customer calibration quotes for managerial review and finalapproval.- Communicate proactively with customers regarding calibration histories, service intervals,and follow-up requirements.- Coordinate and schedule recurring equipment calibrations and service appointments.- Ensure formal customer Purchase Orders (POs) are securely received prior to executingscheduled services.- Maintain clear, professional communication with customers throughout the service andfulfillment lifecycle to guarantee customer satisfaction.Qualifications- Demonstrated working knowledge of shipping operations, third-party logistics (3PL), andoperational coordination workflows.- Strong organizational, multitasking, and proactive problem-solving capabilities.- Excellent written and verbal communication skills tailored for vendor, internal team, andcustomer interactions.- Proven ability to work independently, exercise sound judgment, and manage multipleshifting priorities.- Proficiency with modern shipping software, inventory management systems, and theMicrosoft Office Suite (Word, Excel, Outlook).- Familiarity with OSHA regulations, enterprise compliance platforms, or strategic vendormanagement is highly preferred.Work Environment & Physical RequirementsThis position operates primarily within a professional office environment while continuouslysupporting dynamic field operations and remote staff. The role regularly requires the physicallifting, shifting, and movement of equipment. Additionally, flexibility in working hours is required to effectively address fluctuating operational priorities or urgent logistical needs.