Operations Coordinator

JOB SUMMARY:

Position Title: Operations Coordinator 

Reports To: VP of Finance 

Location: On-site / Hybrid (Amherst, NY)

Position Overview

VoIP Supply is looking for a versatile, highly organized, and proactive Operations & Sales Coordinator to join our team. This cross-functional hybrid role serves as a key operational bridge across our Purchasing, Customer Service, and Sales departments.

If you thrive in a fast-paced environment where no two days are the same, love solving problems, and enjoy assisting both internal teams and customers, this role is for you. You will play a vital role in maintaining supply chain efficiency, ensuring exceptional client satisfaction, and directly supporting key sales initiatives.

Key Responsibilities

1.Purchasing & Supply Chain Support (50%)

• Purchase Order Management: Assist with generating, issuing, and tracking Purchase Orders (POs) to hardware manufacturers and distributors.
• Vendor Operations: Follow up with suppliers regarding lead times, backorders, ship dates, and order acknowledgments to maintain accurate delivery estimates.
• Inventory Coordination: Monitor stock levels for high-demand VoIP hardware and coordinate with the warehouse on receiving discrepancies or returns. Assist with product availability requests.
• Cost & Catalog Auditing: Assist in verifying vendor pricing, item descriptions, and correct information is on our website.
   

2. Customer Service & Client Care (40%)

• Inbound Customer Support: Handle customer inquiries via phone, chat, and email regarding order status, shipment tracking, billing updates, and general return requests (RMAs).
• Order Issue Resolution: Proactively resolve order holds, address corrections, shipping delays, and item exchanges in collaboration with warehouse and carrier teams.
• Customer Retention: Ensure every customer interaction reflects VoIP Supply's high standard of service, escalating technical or complex account issues to the appropriate internal teams promptly.
• Other Administrative tasks: Researching/Scheduling company office events, data entry.
   

3. Sales Support & Account Coordination (10%)

• Sales Order Entry: Process inbound sales orders, quote requests, and hardware renewal requests accurately in our ERP/CRM system.
• Account Executive Support: Assist the inside sales team with client quotes, product availability checks, and gathering customer information.
• Lead Routing & Outreach: Qualify and route inbound web leads to the correct account managers and perform light follow-up on outstanding quotes or renewal quotes.
   

Qualification & Skills

• Experience: 2+ years of experience in customer service, sales support, order processing, or purchasing support.
• Technical Aptitude: Tech-savvy with comfort navigating ERP systems, CRM software and modern office tools (Excel/Google Sheets). Prior knowledge of VoIP equipment or telecom hardware is a plus, but not required.
• Multitasking & Prioritization: Strong ability to pivot between tasks across three distinct functional areas throughout the day.
• Communication Skills: Excellent written and verbal communication skills for professional vendor negotiation and client-facing service.
• Detail Orientation: High degree of accuracy in data entry, order verification, and tracking numbers.

Preferred Traits

• Self-starter attitude with an eagerness to learn multiple facets of telecom distribution business operations.
• Problem-solver who proactively identifies bottlenecks between purchasing, inventory, and customer delivery.
   

Compensation, Benefits & Perks

Compensation

• Hourly Range: $20.00-$23.00/hour, commensurate with experience
• Performance Incentives: Eligibility for company-wide annual profit sharing/performance bonus pools. 
   

Comprehensive Health & Financial Well-Being

• Health & Dental & Vision Insurance: Comprehensive group medical and dental insurance plans with generous company premium contributions.
• Retirement Planning: 401(k) Retirement Savings Plan featuring a company profit-sharing component to help you build long-term wealth.
• Company-Paid Protection: 100% employer-paid Life Insurance, Accidental Death & Dismemberment (AD&D), and Short-and Long-Term Disability coverage.
• Generous Paid Time Off (PTO): Accrued PTO covering vacation, personal, and sick time, increasing with tenure.
• Paid Holidays: Standard recognized paid company holidays each year to rest and recharge.
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Culture, Growth & Community Perks (The VoIP Supply Difference) 

• Purpose-Drive Culture: Work in a mission-driven environment where business is used as a force for good, prioritizing sustainability, employee wellness, and community impact.
• Civic Giveback & Volunteerism: Paid opportunities to participate in Western New York community initiatives and giveback programs.
• Team Recognition & Events: Casual dress code, regular company luncheons, team celebrations, and peer-to-peer recognition programs where achievements don't go unnoticed. 

If interested in applying for this opportunity with VoIP Supply,  Please send your resume to careers@voipsupply.com