Administrative Operations Coordinator

Administrative Operations Coordinator

Position Summary

Compulink Technologies is seeking an energetic, detail-oriented, and highly organized Administrative Operations Coordinator to support post-order operations, sales forecasting, customer service, and cross-functional coordination.

This position will play a key role in managing and coordinating activities after customer orders are placed, ensuring that orders, deliveries, billing schedules, sales forecasts, and customer requirements are accurately tracked through completion.

The role will work closely with Sales, Order Management, Accounting, and management to ensure information is communicated accurately and that order-related activities, billing milestones, and customer issues are followed through in a timely manner.

The ideal candidate is proactive, highly organized, comfortable working with numbers and detailed information, communicates effectively across departments, and is able to quickly learn complex customer, contract, and operational requirements.

Key Responsibilities

· Coordinate and monitor the post-order lifecycle from order placement through fulfillment, delivery, invoicing, and completion.

· Work closely with Sales, Order Management, Accounting, and management to ensure orders are processed and followed through accurately and on schedule.

· Maintain and update the company's Sales Forecast, ensuring expected sales and billing activity are reflected in the appropriate reporting periods.

· Track multi-year contracts, recurring orders, and scheduled billing milestones to determine when customer invoices should be issued and when expected sales should be included in the monthly Sales Forecast.

· Review relevant customer purchase orders, contracts, quotes, order information, and billing schedules to identify upcoming invoicing requirements and follow-up dates.

· Coordinate with Accounting to ensure invoices are issued at the appropriate time based on contract terms, delivery status, recurring billing schedules, and other applicable requirements.

· Identify and communicate changes that may affect billing dates, invoice amounts, Sales Forecast timing, or other downstream accounting and reporting activities.

· Monitor open orders, shipment status, delivery dates, backorders, outstanding items, and other order-related activities.

· Follow up with internal teams, distributors, manufacturers, carriers, and customers regarding outstanding order or delivery issues.

· Communicate with customers after order placement regarding shipment status, delivery questions, discrepancies, missing items, damaged products, returns, and other service-related matters.

· Investigate order and customer issues and coordinate with the appropriate departments and external parties until resolution.

· Serve as a central coordination point between Sales, Order Management, Accounting, and management, ensuring that relevant updates are communicated to all affected parties.

· Maintain accurate trackers and records for open orders, contract milestones, billing schedules, customer issues, and outstanding action items.

· Review operational and sales data for accuracy and identify discrepancies requiring investigation or correction.

· Prepare and maintain Excel spreadsheets, operational reports, sales tracking files, and other supporting documentation.

· Use Microsoft Excel functions including PivotTables, formulas, lookups, sorting, filtering, and data analysis.

· Follow up on outstanding assignments and deadlines and proactively escalate issues when additional action or management attention is required.

· Learn customer requirements, contract structures, vendor processes, and internal procedures quickly.

· Provide professional and responsive customer service by phone and email.

· Perform additional operational and administrative duties as assigned.

Qualifications

· Bachelor's degree in Business Administration, Operations Management, Supply Chain Management, Finance, Accounting, or another closely related business field required.

· Minimum 2 years of relevant professional experience in order management, sales operations, business operations, customer service, administrative operations, or a related field.

· Excellent verbal and written English communication skills.

· Strong Microsoft Excel skills, including PivotTables, formulas, lookups, sorting, filtering, and data organization.

· Strong numerical and mathematical skills with a high degree of accuracy.

· Strong organizational skills and attention to detail.

· Ability to understand and track order schedules, billing requirements, deadlines, and recurring contractual obligations.

· Strong problem-solving skills and ability to independently investigate operational discrepancies.

· Ability to coordinate effectively across multiple departments and with different levels of management.

· Strong follow-up skills and ability to take ownership of assignments through completion.

· Ability to manage multiple orders, deadlines, and priorities in a fast-paced environment.

· Quick learner who is comfortable learning new systems, customer requirements, and business processes.

· Energetic, proactive, dependable, and team-oriented.

Preferred Qualifications

· Experience in order management, sales operations, order fulfillment, or B2B customer service.

· Experience maintaining sales forecasts, order schedules, billing schedules, or other operational tracking tools.

· Experience working with multi-year contracts, recurring billing arrangements, or contract-based customer orders.

· Experience working with ERP, CRM, accounting, or order management systems.

· Experience coordinating between Sales, Operations, Accounting, customers, vendors, and management.

· Experience in technology distribution, IT products, government/public-sector sales, or a related environment.