Inventory & Operations Coordinator

POSITION SUMMARY The Inventory & Operations Coordinator is a critical operational hub for our marine engine repair services.

You will manage the complete inventory lifecycle—from parts procurement and vendor relationships to job preparation and field team coordination.

Beyond inventory, you'll serve as the operational backbone supporting our field team, ensuring every job has confirmed estimates, complete parts inventory, and clear scheduling.

This role requires someone who thrives in a fast-paced, detail-oriented environment and takes ownership of operational excellence.

PRIMARY RESPONSIBILITIES Inventory Management & Procurement Manage all parts ordering, tracking, and vendor communications based on job requirements identified by field technicians and inventory planningMonitor incoming deliveries, confirm receipt accuracy, and immediately flag discrepancies with vendors and support reschedule jobs as neededOrganize and stage parts for individual jobs, ensuring complete kits are ready before field team deploymentSupport Systems Administration by monitoring inventory and vendor pricing for discrepancies, flagging errors, and assisting with audits or corrections when inconsistencies are identified.Track parts usage across jobs to identify cost patterns and inventory optimization opportunitiesManage relationships with multiple vendors, troubleshooting delays and sourcing alternative parts when needed and available Estimates, Work Orders & Job Coordination Work with field technicians to build parts lists, obtain vendor quotes, and generate cost components for formal estimatesConfirm all vendor-quoted parts align with field technician assessments and that estimates include complete parts lists before sending to customersDaily: Collect WO sheets and job documentation from field team; flag missing or incomplete documentation immediatelyDaily: Review scheduled jobs to ensure all required parts are in inventory and properly stagedCoordinate with Office Admin on appointment scheduling and suggest adjustments based on parts availability and job readinessPrepare work orders and parts documentation for invoicing or deposit processing, ensuring all materials are complete before submission to CFOAct as the bridge between field technicians' needs and office operations, proactively identifying and escalating bottlenecks Tools & Systems ManagementWork within Zoho ecosystem (or equivalent systems) to track job status, parts inventory, and schedulingZoho FSMZoho InventoryZoho Workdrive and Files (Documents, Spreadsheets, Slides)Maintain organized records of all parts lists, vendor quotes, and cost dataGenerate reports on inventory turnover, inventory shrinkage, and timeline between process stagesSupport pricing sheet uploads and maintain accuracy of all pricing data in system KEY QUALIFICATIONS Required2+ years of inventory management, operations coordination, or similar role (warehouse, field service, or manufacturing environment)Proficiency with inventory management or ERP systems; Zoho experience a plusStrong organizational and multitasking skills—you'll manage dozens of jobs in various stages simultaneouslyExcellent attention to detail; one missed part can halt an entire jobAbility to work independently while supporting others; self-motivated problem-solving is essentialClear, professional communication with field team, vendors, and office staffBasic proficiency with spreadsheets and data entry PreferredExperience in marine services, automotive repair, or similar technical service environmentFamiliarity with marine engine components or technical parts terminologyExperience with vendor management and negotiationsKnowledge of field service management systems Personal AttributesDetail-oriented, systems-minded, and calm in a methodical approach.Proactive about identifying and escalating issues before they become problemsComfortable with ambiguity—you'll help improve and refine this role and processes as the company growsStrong customer service mindset to interface with customers who walk into the office REPORTING STRUCTURE & COLLABORATION This role reports to the owners and works closely with:Field Technicians – Daily communication on parts needs and job progressOffice Admin – Scheduling coordination and administrative supportField Service Manager – Overall job flow and priority managementCFO/Finance – Parts invoicing, cost tracking, and pricing accuracyVendors – Ongoing parts sourcing and delivery management WORK ENVIRONMENTLocation: Office-based with occasional off-site errands.Hours: Monday through Friday 8:00am-4:30pmPhysical Demands: Ability to organize and move parts inventory; comfortable in warehouse/shop environmentTools: Computer (email, spreadsheets, Zoho systems), phone.

COMPENSATION & BENEFITSHourly Pay: $25–$30 per hour, depending on experience and systems proficiencyPaid Time Off (PTO)Paid HolidaysPaid Sick Leave (in compliance with California requirements)Health Benefits: Open for discussion based on needs and eligibilityRetirement: CalSavers retirement savings program providedWaterfront parking permit providedGrowth Opportunity: This is a newly created role with the opportunity to shape systems and processes as the company grows WHAT MAKES A SUCCESSFUL HIRE You'll know you're succeeding when:Every job sent to the field has confirmed estimates, complete parts inventory, and clear schedulingParts arrive with zero discrepancies or delays are flagged 48 hours in advanceField technicians don't waste time searching for parts; everything is organized and readyPricing data stays current without manual oversight required with discrepancies or errors promptly identified and reported to the Systems Administration (your systems work because you keep them fed)The daily WO sheet review happens smoothly with no missing documentation surprises and completed work flows smoothly to invoicing, ensuring consistent and predictable cashflow.