Procurement & Operations Coordinator

Job Description

We are looking for a Procurement & Operations Coordinator to fill in a core set of operational capabilities. This person will be the connective tissue between our vendors, engineering team, and internal finance/admin functions by keeping parts flowing, data organized, and day-to-day operations running smoothly.

Roughly 75% of this role is procurement-focused; the remaining 25% covers financial data entry, custom reporting, and general administrative support. Because we are a small team, we need someone who is genuinely comfortable wearing multiple hats and stepping in wherever they are needed. There is real room to grow with this role; candidates with strong skills in adjacent areas (e.g., supply chain, finance, operations management) will find opportunities to expand their scope over time.

Core Responsibilities

Procurement & Supply Chain (~75%)

Maintain and organize procurement data, including vendor records, part databases, and order history

Serve as the primary liaison between vendors and the engineering team by communicating requirements, managing timelines, and resolving issues

Issue and manage Purchase Orders (POs), packing slips, and invoices accurately and on time

Perform quality control inspections and physical/digital inventory of incoming parts and materials

Track open orders and proactively flag delivery risks or discrepancies to leadership

Build and maintain organized procurement records and documentation

Finance, Reporting & Administration (~25%)

Enter and categorize transactions in QuickBooks Online (QBO) with accuracy

Build and maintain custom Excel reports to support operations and leadership decision-making

Provide general administrative support, including conference/event registration, office and facility research, and scheduling

Maintain team-wide to-do tracking and serve as a light executive assistant to leadership as needed

Take on ad-hoc projects and operational tasks as the company's needs evolve

What We’re Looking For

Required

2+ years of experience in procurement, operations coordination, or a closely related role

Strong organizational skills and attention to detail (you take pride in clean, reliable data)

Comfortable communicating professionally with external vendors and internal engineers

Proficiency with Microsoft Excel (formulas, pivot tables, basic reporting)

Experience with QuickBooks Online or comparable accounting/ERP software

Ability to manage multiple priorities and deadlines without dropping the ball

A collaborative, "whatever it takes" attitude (this is a small team environment)

Preferred

Experience in manufacturing, hardware, or government contracting environment

Familiarity with government procurement processes, FAR/DFAR, or DoD supply chain norms

Experience writing or managing POs, packing slips, and invoice reconciliation

Exposure to inventory management systems or ERP platforms

Associate's or Bachelor's degree in Supply Chain, Business, Operations, or related field

Why Zin Solutions

Work on hardware that genuinely matters. Our products protect lives in defense and emergency response

Small team means real ownership and visibility; you will see your work make a direct impact

Room to grow: we are building our operational infrastructure and the right person can shape this role

On-site role in the Philadelphia area with a collaborative team culture

Full-time