Operations Coordinator

Job Description

Our nation’s elections are being challenged like never before.  As the first newcomer in the industry in the last 30 years, Clear Ballot rises to the challenge with a simple goal: Let’s create technology that empowers our customers to improve democracy.

Elections are the cornerstone of our democracy, with the right to vote being one of our greatest freedoms. Great elections require secure and reliable tabulation equipment, full transparency of the process in which ballots are created and cast, and the ability to audit the results. Our mission is to surpass those expectations in a way that will raise the bar for the entire election technology industry.

Hybrid – 75% in office

The Operations Coordinator role is the backbone of our daily business functions. In this role, you will bridge the gap between logistics, finance, professional services, research & development, sales and general operations. You will be responsible for providing various teams with the equipment, materials and information they need to be successful.

This role requires high degree of organization and planning, the ability to develop, implement and refine workflows, and comfort balancing multiple tasks at the same time under deadline.

Key responsibilities include:

Technology

• Work within the Enterprise Resource Planning (ERP) system to complete purchasing workflows, collect data and store information on proprietary and third-party products
• Identify and drive process improvements within the ERP
• Use Microsoft Excel, PowerPoint and other tools to summarize data, prepare forecasts and other interdepartmental or customer-facing communication

Supply Chain & Inventory Logistics

• Identify new & supplementary vendors to meet the various needs of the business; establish professional relationships via pricing/term negotiations, profile setups and technical queries
• Assist with the planning, logistics and procurement of components to support inventory builds, monitor stock, regularly review relevant data (stock reports, pricing) and prepare reports for stakeholders
• Participate in inventory counts, receipts and shipments

Financial Administration

• Update costs of commercial off the shelf (COTS) equipment, inventory bill of material (BOM) and other items that impact product pricing
• Prepare purchase orders, ensure proper review and approval and adjust expected timing for forecasted/non-confirmed spend (i.e. Request for Quotations “RFQs”)
• Vouch bills in the accounting system against purchase orders, ensuring proper matching; Reconcile credit card spend and prepare relevant spend analysis
• Identify opportunities for new company programs or purchasing tactics to lead to cost savings/efficiencies
• Participate in budgeting cycle

Cross Departmental Support

• Support facility operations with regular purchase of supplies, movement of inventory and facility related communications
• Liaise with product managers to gather technical specifications, product limitations and other information to inform purchasing decisions and processes
• Align purchase orders with cash flow goals of the Finance department and maintain short, medium and long term forecasts
• Understand sales pipeline and its impact on inventory and other purchases
• Communicate with professional services team around order logistics, timing and component list
• Collaborate with IT Directors to oversee software renewals and license allocations
• Other tasks as assigned

Qualifications & Skills

• The ability to remain organized and communicate details in a timely fashion
• Comfortable with multi-tasking and prioritizing tasks across various departments
• Analytical mindset
• Ability to be self-driven with focus on constant improvement
• Intermediate to advanced understanding of Excel
• Comfortable working within an ERP for logistics and/or finance
• Must be able to lift 50 pounds

Clear Ballot Group, Inc. is an Equal Opportunity Employer. We believe everyone deserves to work in a welcoming, respectful and considerate environment. We live by our values and hire accordingly. Our talented team and driven investors share a passion for solving problems and restoring confidence in America’s democratic process. We are looking for energetic professionals to join us in this mission.