Operations Coordinator (Milan)

Location: Milan, Illinois, USA

Reports To: CEO

Hours: Full-time, office-based (part-time considered for the right candidate)

Summary

We are looking for an organised, proactive and personable Operations Coordinator to support the day-to-day running of our Illinois office. This is a varied, hands-on role at the heart of a small but busy team, working closely with colleagues across service, sales, technical and administration functions, as well as liaising with our UK and Canadian counterparts.

The successful candidate will be comfortable managing process and administration, have an eye for detail and be happy to ‘roll up their sleeves’ and get involved in whatever the business needs. Some exposure to accounting or finance administration is desirable, as this role provides local support to our corporate accounts team.

About the Company

Crane Electronics Inc., the US subsidiary of Crane Electronics Group, a UK-headquartered group, employing 75 people worldwide. Our Milan office is a team of 8, providing the following services to our customers:

• Purchasing and importing product from our UK facility
• Purchasing local parts and services
• Managing inventory
• Providing service and recalibration from our fully accredited facility
• Processing customer orders from quote to shipping, including invoicing
• Providing customer and technical support

Accounting, HR and quality management are handled at group level (UK and Canada), with this role providing essential local input and liaison.

Key Responsibilities

Internal Operations & Process Management:

• Ensure compliance with company policies and procedures to achieve consistency across operations
• Administer the overtime policy, ensuring necessary approvals are in place
• Monitor and continually improve office administration processes
• Support the onboarding and offboarding of staff in coordination with group HR

Finance & Accounting Support:

• Carry out day-to-day banking duties
• Follow-up on aged accounts receivable
• Process payments and manage administration of local contractors
• Conduct periodic stocktaking

Quality & Compliance:

• Support the internal quality auditing process
• Maintain staff training records
• Administer local quality documentation
• Assist with external quality audits as required

Customer & Order Administration:

• Support the customer and sales support team with order processing from quote through to shipping and invoicing
• Liaise with UK and Canadian group companies on operational matters

Profile

Essential:

• Proven experience in an office administration or operations role
• Some exposure to accounting, bookkeeping or finance administration
• Strong organisational skills with a methodical, process-driven approach
• Excellent interpersonal and communication skills; comfortable liaising with colleagues, peers and senior stakeholders at all levels
• Proficient in Microsoft Office, particularly Excel and Outlook
• A positive, ‘can-do’ attitude and a willingness to pitch in wherever needed
• High level of accuracy and attention to detail

Desirable:

• Experience working within a subsidiary or satellite office environment
• Familiarity with quality management systems (e.g. ISO 9001)
• Experience supporting external audits or compliance processes
• Exposure to inventory management or purchasing

Key Competencies

• Adaptability: comfortable switching between tasks and priorities in a small, busy office
• Collaboration: a team player who can build positive relationships across all levels of the company
• Initiative: spots problems and takes ownership of finding solutions
• Communication: clear and professional, whether in writing or in person, across multiple time zones and cultures
• Integrity: handles sensitive financial and HR information with discretion

Please apply directly to this job posting or submit your resume and cover letter to [email protected]