Operations Coordinator

Company: Tek-Matic

About Us

Tek-Matic is a privately held automation and engineering solutions company based in Loves Park, Illinois. For over 40 years, we have delivered innovative automation technologies that help customers improve efficiency, precision, and performance across life sciences, laboratory automation, and industrial manufacturing environments.

Guided by our mission of "Automation for Life," we design, integrate, and support advanced motion control systems, robotics, lab automation platforms, and industrial electronic solutions. We partner with leading technology providers to deliver customized, high-performance systems that power critical applications in pharmaceuticals, diagnostics, packaging, and production.

At Tek-Matic, we foster a collaborative, hands-on engineering culture where team members work on cutting-edge automation projects, solve complex technical challenges, and contribute to meaningful solutions that help customers heal, feed, protect, and preserve.

Visit our Website: https://tekmatic.com/

Summary

The Commercial Operations Coordinator supports the day-to-day flow of customer orders, supplier purchases, quoting, receiving, invoicing, and general office operations. This role serves as a key coordination point between customers, vendors, sales, warehouse, and finance to help ensure orders move accurately and efficiently from quote through fulfillment.

The ideal candidate is highly organized, responsive, comfortable managing multiple priorities, and able to take ownership of recurring operational tasks with minimal supervision.

Key Responsibilities

Customer Service, Quoting & Order Management

• Prepare and coordinate industrial customer quotes, including routine pricing and order-related follow-up.
• Serve as a primary point of contact for industrial customer service requests and day-to-day order questions.
• Enter customer orders accurately and support backlog management, order status updates, and internal follow-up.
• Coordinate customer onboarding and maintain required customer account information, documentation, and setup.
• Process and coordinate RMAs, returns, and related customer/vendor follow-up.
• Support customer pricing and terms administration in coordination with the broader team.

Purchasing, Receiving & Vendor Coordination

• Manage routine industrial purchasing activity and issue vendor purchase orders.
• Coordinate vendor onboarding and maintain vendor setup information and required documentation.
• Support receiving and invoicing workflows, including matching incoming activity to orders and escalating discrepancies.
• Provide warehouse support as needed to help resolve order, receiving, or fulfillment issues.
• Coordinate office supply purchasing and other routine operational purchases.
• Support shared purchasing responsibilities for lab automation activity when required.

Administrative, Compliance & Office Support

• Own recurring general administrative support tasks that keep the office and commercial workflow moving.
• Manage incoming and outgoing mail and route items to the appropriate team members.
• Maintain routine compliance documentation, forms, registrations, and administrative records as assigned.
• Assist with basic operational reporting, data entry, document organization, and follow-up items.
• Coordinate across sales, finance, warehouse, and operations to resolve routine issues and prevent tasks from falling through the cracks.

Qualifications & Skills

• Prior experience in customer service, order management, purchasing, sales support, office operations, or a related coordination role preferred.
• Strong attention to detail and ability to accurately manage quotes, orders, purchase orders, invoices, and customer/vendor records.
• Clear written and verbal communication skills with a professional, service-oriented approach.
• Ability to manage multiple open items, prioritize effectively, and follow through without constant supervision.
• Comfort working in ERP/accounting systems, Microsoft Excel, Outlook, and other business software.
• Experience in industrial distribution, manufacturing, automation, or a technical B2B environment is a plus.

What Success Looks Like

• Customer and vendor requests are acknowledged and resolved promptly.
• Quotes, orders, purchase orders, receiving, and invoicing move through the business accurately and on time.
• Routine administrative and compliance responsibilities have clear ownership and do not require management follow-up.
• Sales, warehouse, finance, and operations teams have a reliable point person for day-to-day commercial coordination.

Education/Experience

• 3-5 years of experience in managing the operations of a small business
• Bachelors in finance or business, or comparable experience

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Tek-Matic operates as a vital subsidiary within Flow Control Group (FCG), a prominent holdings company that is a leading solutions provider focused on technically oriented products and services for flow control, fluid handling and process, industrial automation, and life sciences with locations throughout North America. As a critical intermediary between over 3,000 suppliers and 15,000 customers, over 90 brand companies, and close to 1,700 employees, FCG's distribution and technical expertise serve an essential function in the movement of mission-critical components to a diverse array of end markets and applications.

Why Build a Career with Us?

Everyone's an Owner of the Company: Because every team member contributes to Flow Control Group's success, everyone has the benefits of ownership! Flow Control Group has a broad-based employee ownership program extended to every employee within our portfolio companies.

Competitive Benefits: Enjoy an attractive benefits package that includes Medical, Dental and Vision insurance (among other plans), competitive 401(k) matching program, career growth opportunities, employee referral program, paid time off and holidays, as well as parental leave.

Training: FCG University learning and training platform available to all employees offering over 80k courses.

Career Growth Opportunities: At Flow Control Group, we are committed to your professional development. With a vast network of over 100 brands across North America, we provide unparalleled opportunities for growth and advancement. Whether youre just starting your career or looking to take it to the next level, we offer custom training programs, mentorship, and a supportive environment to help you achieve your goals. Join us and be part of a dynamic team where your contributions make a real impact.

Equal Opportunity Employer: Flow Control Group is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or any other legally protected characteristics.