Operations Coordinator

# Operations Coordinator — Edgewood Monuments
Edgewood Monuments is a growing U.S. monument company with multiple locations. We design, order, produce, ship, and install custom granite headstones and memorials.

## About the Position
Our orders involve exact dimensions, granite colors, finishes, accessories, customer information, suppliers, container shipments, inventory, and multiple internal systems. Small mistakes cause expensive remakes or months-long delays.

Beyond the ordering and inventory work, you'll also take on a range of day-to-day operational tasks — sourcing materials, basic research on specific items, and other things that come up and don't require deep specialized knowledge, but do need someone reliable to see them through without being told exactly how each time.

## Mission of the Role
Keep purchasing, container, inventory, and project information accurate across all systems we use — and catch errors before they lead to remakes, delays, or cost overruns. You will verify information, investigate discrepancies, follow up until issues are resolved, and take ownership of a task through to completion, not just through handoff. You will coordinate with the operations manager on tasks to be done, and they will provide instructions for tasks required of you.

## Outcomes
1. Order-entry errors (wrong dimension, color, finish, accessory, or quantity) are caught before an order is released for production — target: zero errors reaching production per quarter, with a documented catch on any that were headed there.
2. Every open follow-up item (a flagged discrepancy, a pending supplier answer, an unresolved shipment question) is tracked to resolution; nothing sits untouched for more than 2 business days without an update.
3. New customer order invoices are written up accurately in QuickBooks the same day the information is received — no backlog older than 1 day.
4. Vendor drawings for container orders are checked against the order sheet and reference photos before approval is given — any mismatch is caught at this step, before production starts, not after.
5. Once production photos come back from the supplier, every ordered piece is confirmed present in the photo set (nothing missed before loading), and complex or sculpted pieces are checked for obvious aesthetic problems before the shipment is accepted.
6. Reaches full working proficiency in Google Sheets, Excel, Trello, Odoo, and QuickBooks within 30 days of start, verified by manager review.
7. Day-to-day operational tasks that come up outside the ordering process are completed, or correctly recognized as needing the owner's input — and when they do need his input, they arrive with relevant context and, where possible, a recommendation attached, not just a question.

## Core Competencies
**Attention to Detail** — Consistently notices small differences in dimensions, quantities, colors, project numbers, pricing, and documentation.

**Ownership** — Takes responsibility for getting a task fully completed, not merely passing it to someone else.

**Follow-Through** — Maintains an organized follow-up system; does not let open tasks disappear.

**Judgment** — Knows when information can be verified independently and when an issue must be escalated. On open-ended or ad hoc tasks, can tell the difference between "I can just handle this" and "this needs the owner's input" — and defaults to bringing context and a recommendation when it's the latter, not just a question.

**Organization** — Manages multiple open orders, shipments, deadlines, and systems without losing track of details.

**Clear Communication** — Communicates discrepancies and next steps concisely and professionally.

**Process Discipline** — Follows checklists and established procedures consistently, even when the work is repetitive.

**Learning Ability** — Picks up new terminology, software, workflows, and company procedures quickly.

## How This Role Grows
You won't start with full responsibility for the highest-stakes parts of the ordering process. Early on, expect lower-stakes, fast-feedback work — invoicing, tracking, ad hoc research and sourcing tasks. Responsibility for the parts of the process where a mistake is expensive and slow to catch (container ordering specifically) expands as you build a track record. This isn't a trial period in the formal sense — it's a reflection of how much independent judgment that part of the job actually requires.

## Selection Process
We review applications in stages. Stage 1 (below) is a written and video screen. Candidates who clear it move to a short structured interview call, followed by a final decision. We're hiring for a role where small missed details are costly, so the first stage is deliberately exacting — how you handle it is itself part of what we're evaluating.

**Applications that don't complete every item below, or that substitute a generic/previously recorded video for the specific question asked, will not move forward.** We'd rather tell you that now than have you spend time on an application we won't review.

## How to Apply

Please provide, in this order:

1. **Your résumé.**
2. **Your expected hourly rate.**
3. **Your availability in Pacific Time.**
4. **A one-to-three-minute Loom video** introducing yourself and describing one specific, real error you caught before it caused a problem. Tell us: what the error was, how you noticed it, and what it would have cost (in money, time, or rework) if it had gone through. General statements about being "detail-oriented" without a specific example won't count as an answer to this.
5. **Years of hands-on experience with each of the following, plus one phrase on what you used it for** (e.g., "2 years — daily order tracking and pivot tables"). A bare number with no context won't be scored:
- Microsoft Excel/Google Sheets
- Trello
- Odoo
- QuickBooks

If you've read this far, start your application message with the word **"Granite"** on its own line before anything else. This isn't a trick question — it's the same kind of detail this job is built around.