Operations Coordinator

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.

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 andvalidatestatus updates from Engineering and Sales

§Ensure operational records reflect real-world progress

§Provide reliable visibility into operational progress and handoffs

• Support handoffswithout owningprioritization or delivery commitments

§Flag stalled, conflicting, or unclear project states andescalateappropriately

§ 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 andclearancefollow-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

• Maintainaccurateinventory 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.

• Maintainaccurateoperational data in ERP and CRM systems (including Hub Spot 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 approvelogisticscosts 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…