Operations Coordinator

Trilion Quality Systems

Operations Coordinator

Overview:

Trilion is looking for an Operations Coordinator based in our King of Prussia headquarters to support our projects and operations. This position is integral to keeping our core business running efficiently and our distributed, travel-heavy team on the same page. This role is a fabulous opportunity for someone looking to develop a career within the engineering industry and to expand their skillset in operations, fulfillment, project tracking, and business systems.

About Trilion: 

Trilion Quality Systems is a leader in the cutting-edge Optical Metrology Industry. Our company is the exclusive supplier of the ARAMIS three-dimensional deformation and strain measurement system developed by Carl Zeiss GOM Metrology in Germany for the United States. We support a broad range of industries including Aerospace, Sports/ Biomechanics, Microelectronics, Automotive, DOD, Industrial plants and Civil Structures with advanced measurement technology and professional engineering consulting services.

We are a U.S. based organization of exceptional people who deliver world class solutions, earning customer confidence, trust, and loyalty by providing unique insight and support to implement transformative technologies for any test need. Trilion’s 3D non-contact measurement solutions have been embraced by Boeing, Ford, GE, NASA, General Atomics, GM, Ford, Tesla, Microsoft, Amazon, Rolls Royce, Toyota to name a few.

Core Responsibilities:

Project & Job Stage Tracking and Execution (Primary Focus) 

• Track the exact stage of all active projects and jobs using defined workflows

§ Collect and validate status updates from Engineering and Sales

§ Ensure operational records reflect real-world progress

§ Provide reliable visibility into operational progress and handoffs

• Support handoffs without owning prioritization or delivery commitments

§ Flag stalled, conflicting, or unclear project states and escalate appropriately

§ Coordinate information flow between Engineering, Sales, and Finance

• Assist production team with project execution as needed

§ Basic ordering of accessory items under predefined budgets and ordering instructions

§ Basic packing for small orders from online store (minimal)

Logistics & Shipping Coordination and Tracking (Primary Focus)

• Book and support inbound and outbound shipments between vendors, Trilion and customers

§ Coordinate with carriers, freight forwarders, and customs brokers

§ Assist with import/export documentation and clearance follow-ups

§ Act as a point of contact for customers’ shipping inquiries

§ Track shipments end-to-end and update internal records

• Request, review, and approve shipping estimates and costs within predefined approval limits
• Oversee all package pickup and receiving at the Headquarters location

Inventory & Equipment Coordination and Tracking 

• Maintain accurate inventory and equipment location records
• Track equipment check-in/check-out and movements
• Flag discrepancies or missing assets

Front-Office Support 

• Answer and route incoming phone calls
• Log inbound operational requests and ensure follow-up
• Log visitors to Headquarters location

Vendor Interaction (Support Role) This role supports vendor execution but does not own vendor relationships or negotiations. 

• Assist with vendor communications related to outstanding orders
• Track vendor commitments and delivery status
• Escalate commercial or contractual matters to the appropriate owner

Operations Systems Support (Support Role) This role supports system usage and data quality; it does not own ERP configuration or system strategy. 

• Maintain accurate operational data in ERP and CRM systems (including HubSpot and Odoo)
• Act as a front-line operational point of contact for system usage questions or issues
• Triage and escalate system issues to the CFO or designated system owners
• Support adherence to agreed workflows and data standards

Authority & Decision Rights 

• Book shipments and approve logistics costs within defined thresholds
• Order accessory equipment within defined thresholds for preapproved requests
• Enforce completeness and accuracy of operational data
• Request updates and clarification from teams
• Escalate blockers and unresolved issues

Explicitly Out of Scope  

• Financial accounting or invoicing execution 
• Pricing, margins, or revenue responsibility 
• Vendor negotiation or contract ownership 
• ERP configuration or system ownership 
• Project prioritization or scheduling authority 
• People management 

Qualifications:

• 3–6 years of experience in operations coordination, logistics coordination, or project coordination 
• Excellent communication and interpersonal skills 
• Experience working with ERP/CRM systems in an operational context 
• Familiarity with shipping, logistics, or inventory tracking 
• Strong attention to detail and data discipline 
• Ability to coordinate across teams without formal authority 

Preferred Qualifications:

• Experience in technical, engineering, or hardware-focused environments 
• Exposure to import/export or freight coordination 
• Experience supporting project or job tracking workflows 

Benefits:

• Competitive salary and annual bonus eligibility
• 15 paid vacation days and 10+ paid company holidays per year
• Medical, dental, and vision health insurance at zero cost for your coverage and at half cost for your dependents
• 401(k) retirement benefit (eligible after nine months’ service) with 3% employer contribution and eligibility for profit sharing employer contribution
• Opportunities for professional development and growth

Requirements:

• US Citizen or permanent resident.
• This position is full-time, exempt. not eligible for overtime.
• 100% in-office at our headquarters in King of Prussia, PA. not eligible for remote work.
• 0% travel required.

Contact:

Please email your resume and cover letter to info@trilion.com with the job code “OC2601” in the subject line.