Operations Coordinator

About LineGear
LineGear supplies PPE, uniforms, and equipment to fire departments and wildland firefighters across California. Our customers include municipal fire departments, state agencies, and individual firefighters.
LineGear serves government fire agencies and operates in a compliance-sensitive procurement environment where accuracy in PO documentation and vendor records is critical.
This role is best suited for candidates who enjoy operations, organization, and managing order workflows.

Role Overview
The Operations Coordinator owns the operational workflow of orders and vendor purchasing, ensuring orders move efficiently through Quote > Sales Order > Purchase Order
This role supports the sales team by ensuring orders are processed accurately, vendors are coordinated, and operational systems remain organized and audit-ready. The position is primarily internal operations and does not require phone support.

Key Responsibilities
Quote Preparation
Prepare draft quotes and sales orders inside QuickBooks Desktop. Tasks include:
- Creating sales orders and verifying product SKUs
- Checking inventory availability and applying standard pricing rules
- Estimating vendor lead times
- Quotes are reviewed and sent to customers by the sales team.

Sales Order Processing
Manage incoming customer orders and ensure they are processed correctly, with same-day entry as the target SLA. Responsibilities include:
- Creating and updating sales orders
- Verifying order quantities, details, and inventory availability
- Identifying items requiring purchase orders

Uniform Order Processing
Monitor the inbox ---------- include:
- Reviewing incoming uniform orders and entering them into the uniform tracking spreadsheet
- Verifying quantities, checking inventory availability
- Creating purchase orders when items are not in stock
- Tracking vendor shipments through to fulfillment

Purchase Order Management
Create and send purchase orders to vendors in accordance with the authority guidelines.
Additional responsibilities include:
- Reviewing sales orders for inventory shortages before issuing POs
- Confirming vendor receipt of each PO
- Recording expected ship dates and tracking numbers
- Monitoring backorders and flagging delays
Purchase orders should generally be created only against confirmed sales orders, unless instructed otherwise by management.

Vendor Coordination
Communicate with vendors regarding order status and shipments. Vendor follow-up should occur within 3 business days of any open item. Tasks include:
- Confirming PO receipt and requesting shipment updates
- Recording tracking numbers and monitoring vendor lead times
- Escalating vendor delays to the manager via Slack, Teams, or daily email update

Vendor File & Data Management
Maintain accurate vendor information across company systems, including:
- Vendor contact lists and pricing lists
- Product catalogs and vendor lead time notes
Vendor information should be organized within QuickBooks vendor records, shared Google Drive folders, and internal pricing spreadsheets.

Order Status Research
Assist the internal team with order status inquiries. Tasks include:
- Checking inventory availability and verifying vendor shipment status
- Confirming expected delivery dates and providing internal updates to the team

Product & Pricing Data Maintenance
Maintain internal product data to support quoting and purchasing:
- Updating vendor pricing, maintaining SKU data, organizing product information
- Tracking vendor lead times and flagging changes

SOP Documentation
Create and maintain written standard operating procedures (SOPs) for all recurring tasks within this role. Responsibilities include:
- Documenting step-by-step workflows for order entry, PO issuance, vendor follow-up, and uniform order processing
- Updating SOPs when processes change
- Maintaining SOPs in a shared Google Drive folder accessible to the manager
SOP documentation ensures operational continuity and is a standing expectation of the role, not a one-time task.

Tools Used
The Operations Coordinator will work primarily in:
- QuickBooks Desktop (accessed via Remote Desktop — see required skills)
- Google Sheets and Google Drive
- Shared email inboxes
- Slack and/or Microsoft Teams

Work Schedule
Full-time position, 40 hours per week, aligned with U.S. Pacific Time business hours.

Location Hours
Philippines Approximately 12:00 AM – 8:00 AM PHT
California (PT) Approximately 8:00 AM – 4:00 PM PT

Exact hours may vary slightly depending on operational needs.

Required Skills
- QuickBooks Desktop experience — required. Candidates with QuickBooks Online experience only will need to demonstrate ability to learn QBD quickly. Access is provided via Remote Desktop; a stable, high-speed internet connection is required.
- Strong written English
- Excellent attention to detail
- Strong spreadsheet skills (Excel or Google Sheets)
- Ability to follow and document structured processes
- Ability to manage multiple tasks and open orders simultaneously

Preferred Experience
Candidates with experience in the following areas are preferred:
- Operations coordination, procurement, or purchasing
- Logistics support or order management
- Inventory tracking in a distribution or product-based business
- B2B or government procurement environments

Compensation & Reporting
Starting compensation: $800/month
This role reports directly to Owner

Application Instructions
To confirm that you carefully read this job description, please include the word:
FIRELINE
in the first sentence of your application. Applications without this word may not be reviewed.

Send your application to ---------- the following questions in your email and attach a resume for review.
1. Why are you the perfect fit for this role? Please include any examples of your previous work or projects that demonstrate your expertise.
2. Considering the diverse responsibilities of this role, which parts are you most comfortable or excited with? Which parts will you still need to master?
3. Have you worked for foreign employers before? What specific days and hours have you worked in the past?