Customer Operations Coordinator

About Us:

Trilliant Food & Nutrition is a leading manufacturer of premium coffees and powdered beverages, proudly headquartered in Little Chute, Wisconsin. With a legacy rooted in quality, innovation, and service, Trilliant delivers branded and private label solutions across retail, foodservice, and e-commerce channels.

Horseshoe Beverage Company, based in Neenah, WI, is a leading ready-to-drink beverage manufacturer dedicated to delivering an exceptional beverage experience. By combining industry-leading talent and cutting-edge equipment, we drive innovation and consistently deliver the highest quality products to our customers-first and fast.

Our brand portfolio includes Victor Allen's, Dutch Bros beverages and Nurri, our better-for-you protein beverage line. We are passionate about beverages - and about building a team that's just as energized. We invite you to explore opportunities at Trilliant or Horseshoe, to see if your talents and career aspirations may fit with our openings.

Our Core Values:

Position Overview:

The Customer Operations Coordinator is an administrative and operational support role responsible for centralizing key processes, maintaining data accuracy, and improving workflow efficiency across Customer Operations, Customer Service, Sales, and Marketing. This role is also responsible for the administrative entry and coordination of sample orders, donation orders, customer setup, vendor setup, item setup, and ongoing master data maintenance within Microsoft Dynamics AX, ensuring data accuracy, process consistency, and timely execution of operational activities.

This role is designed to provide shared support across multiple functions, by providing structured administrative support, system maintenance, process documentation, and coordination of operational activities. The coordinator will manage key administrative processes, support system and data maintenance activities, and assist in the development and standardization of workflows across the organization.

Additionally, this role partners cross-functionally to ensure accurate execution of operational processes, supports onboarding and documentation activities, and identifies opportunities to improve efficiency through centralized administrative ownership and continuous process improvement.

Responsibilities:

Administrative & Operational Support

* Provide centralized administrative support across Customer Operations, Customer Service, Marketing and Sales teams.

* Coordinate completion of sales documentation, customer forms, vendor setup documentation, and other internal administrative requirements.

* Support onboarding activities for new customers, including setup, documentation, setup coordination, and process tracking

* Assist with maintaining organization and accessibility of customer-related documentation and records.

* Responsible for vendor setup and maintenance, along with supporting new customer setup and related documentation.

Sample & Materials Management

* Coordinate and ship product samples to customers, prospects, and internal stakeholders.

* Own and manage the company sample program, including inventory, tracking, and replenishment.

* Manage shipments supporting trade shows, customer visits, and external events.

* Maintain inventory of sample products, packaging materials, and related supplies.

* Develop and implement standardized processes for refrigerated shipments to ensure product integrity and on-time delivery.

* Own the end-to-end administrative coordination of sample orders and donation orders, including order entry, shipment coordination, tracking, fulfillment, and documentation to ensure accurate and timely execution.

Systems & Data Management

* Perform administrative transaction entry, system updates, and master data maintenance within Microsoft Dynamics AX (AX), including sample orders, donation orders, customer setup, vendor setup, item setup, and related administrative processes.

* Maintain customer master data and item master data to ensure accuracy and consistency across systems

* Assist in the setup and maintenance of Trade Agreements and pricing structures.

* Assist with new customer and item setup processes, ensuring proper system configuration and documentation

Process Standardization & Documentation

* Create, update, and maintain Standard Operating Procedures (SOPs) to ensure consistency and scalability.

* Identify opportunities to centralize administrative processes to improve efficiency and reduce manual workload across teams.

* Partner with cross-functional teams to standardize workflows and ensure alignment to best practices.

* Drive consistency in administrative processes to support scalability and operational efficiency.

Cross-Functional Coordination

* Provide administrative coordination for cross-functional initiatives and internal projects.

* Support execution of operational initiatives through task tracking, communication, and follow-up

* Partner with Sales, Marketing, Customer Service, and Supply Chain teams to ensure alignment on administrative processes

* Assist in organizing and supporting trade shows, customer visits, and internal operational activities

Sales & Customer Documentation Support

* Support completion and maintenance of customer onboarding documentation, forms, and required paperwork

* Assist with preparation and coordination of sales-related documentation and administrative deliverables

* Ensure documentation is accurate, complete, and properly stored for accessibility and compliance

* Compliance & Continuous Improvement

* Adhere to food safety, regulatory policies, and standard operating procedures, escalating concerns to Production/Quality Managers.

* Continuously identify opportunities to centralize administrative responsibilities, streamline workflows, improve data integrity, and enhance operational efficiency across Customer Operations, Customer Service, Sales, and Marketing.

* Support implementation of process improvements, automation opportunities, and best practices.

* Ensure processes are consistently followed and continuously improved for scalability and effectiveness.

Order Fulfillment & Operational Coordination

* Proactively identify administrative and operational tasks that can be centralized within the role.

* Recommend process improvements to enhance efficiency, accuracy, and consistency across departments.

* Support implementation of improved workflows, tools, and best practices.

* Contribute to building scalable administrative processes that reduce workload across customer-facing teams.

Qualifications:

* High school diploma or equivalent required.

* 2-4 years of relevant experience in administrative support, customer operations, sales support, customer service, supply chain, or a related business function, preferably within the CPG industry.

* Experience working with ERP systems (Microsoft Dynamics AX preferred), including transaction entry, master data maintenance, and administrative system support.

* Strong proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook, Teams, and OneNote); experience with Power BI and CRM systems is a plus.

* Experience with data management, reporting, documentation, and maintaining data accuracy across multiple systems.

* Strong organizational, time management, and project coordination skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.

* Excellent verbal and written communication skills with the ability to build collaborative relationships across Customer Operations, Customer Service, Sales, Marketing, Supply Chain, and other cross-functional teams.

* Highly organized, detail-oriented, and accountable with a strong commitment to accuracy, process consistency, and continuous improvement.

* Ability to learn new systems, adapt to changing business needs, and identify opportunities to improve administrative processes and operational efficiency.

Hours, Location and Pay:

We offer a competitive base pay rate and benefits package for full-time employees. This role works standard business hours Monday - Friday at our Little Chute, WI manufacturing facility.

Physical and Mental Demands:

* While performing the duties of this job, the employee is frequently required to sit, hear, use hands to type data, use a personal computer and telephone. This employee may occasionally have to operate business machines and lift and/move up to 50 pounds.

* Specific vision abilities required in this job include close vision and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

* Mental demands include multi-tasking, decision making, problem solving, comparing, copying, computing, compiling, analyzing, coordinating, and synthesizing data.

* Potential for exposure to chemicals, heights, loud noises, mechanical equipment, wet environments, and other potential hazards exists.

Safety Statement:

At Trilliant and Horseshoe, safety is every employee's first responsibility. We expect all employees to adhere to all safety practices, have the moral courage to stop other individuals from performing unsafe acts, and immediately report unsafe conditions.

Disclosures:

* The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

* Responsible for following food safety/regulatory policies and procedures, executing responsibilities as identified in standard operating procedures, and reporting food safety/regulatory concerns to the Production or Quality Manager.

* Trilliant Food & Nutrition and Horseshoe Beverage Company are Drug Free Workplaces. All applicants are subject to a drug screen and background check as a condition of employment.

* Trilliant Food and Nutrition and Horseshoe Beverage participate in the E-Verify process.

* EEO/AA including Vets and Disabled

* If you need a reasonable accommodation for any part of the employment process, please contact us by email at HR@trilliantfood.com and let us know the nature of your request and your contact information.

* Trilliant Food and Nutrition and Horseshoe Beverage are Equal Opportunity Employers.

* The principles of the OECD and UN have been taken into consideration and used as guidance in our human rights practices and procedures.