Job Details

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 planning
• Monitor incoming deliveries, confirm receipt accuracy, and immediately flag discrepancies with vendors and support reschedule jobs as needed
• Organize and stage parts for individual jobs, ensuring complete kits are ready before field team deployment
• Support 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 opportunities
• Manage 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 estimates
• Confirm all vendor-quoted parts align with field technician assessments and that estimates include complete parts lists before sending to customers
• Daily: Collect WO sheets and job documentation from field team; flag missing or incomplete documentation immediately
• Daily: Review scheduled jobs to ensure all required parts are in inventory and properly staged
• Coordinate with Office Admin on appointment scheduling and suggest adjustments based on parts availability and job readiness
• Prepare work orders and parts documentation for invoicing or deposit processing, ensuring all materials are complete before submission to CFO
• Act as the bridge between field technicians' needs and office operations, proactively identifying and escalating bottlenecks

Tools & Systems Management

• Work within Zoho ecosystem (or equivalent systems) to track job status, parts inventory, and scheduling
• Zoho FSM
• Zoho Inventory
• Zoho Workdrive and Files (Documents, Spreadsheets, Slides)
• Maintain organized records of all parts lists, vendor quotes, and cost data
• Generate reports on inventory turnover, inventory shrinkage, and timeline between process stages
• Support pricing sheet uploads and maintain accuracy of all pricing data in system

KEY QUALIFICATIONS

Required

• 2+ 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 plus
• Strong organizational and multitasking skills—you'll manage dozens of jobs in various stages simultaneously
• Excellent attention to detail; one missed part can halt an entire job
• Ability to work independently while supporting others; self-motivated problem-solving is essential
• Clear, professional communication with field team, vendors, and office staff
• Basic proficiency with spreadsheets and data entry

Preferred

• Experience in marine services, automotive repair, or similar technical service environment
• Familiarity with marine engine components or technical parts terminology
• Experience with vendor management and negotiations
• Knowledge of field service management systems

Personal Attributes

• Detail-oriented, systems-minded, and calm in a methodical approach.
• Proactive about identifying and escalating issues before they become problems
• Comfortable with ambiguity—you'll help improve and refine this role and processes as the company grows
• Strong 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 progress
• Office Admin – Scheduling coordination and administrative support
• Field Service Manager – Overall job flow and priority management
• CFO/Finance – Parts invoicing, cost tracking, and pricing accuracy
• Vendors – Ongoing parts sourcing and delivery management

WORK ENVIRONMENT

• Location: Office-based with occasional off-site errands.
• Hours: Monday through Friday 8:00am-4:30pm
• Physical Demands: Ability to organize and move parts inventory; comfortable in warehouse/shop environment
• Tools: Computer (email, spreadsheets, Zoho systems), phone.

COMPENSATION & BENEFITS

• Hourly Pay: $25–$30 per hour, depending on experience and systems proficiency
• Paid Time Off (PTO)
• Paid Holidays
• Paid Sick Leave (in compliance with California requirements)
• Health Benefits: Open for discussion based on needs and eligibility
• Retirement: CalSavers retirement savings program provided
• Waterfront parking permit provided
• Growth 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 scheduling
• Parts arrive with zero discrepancies or delays are flagged 48 hours in advance
• Field technicians don't waste time searching for parts; everything is organized and ready
• Pricing 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.