Operations Coordinator

Wonderstate Summary

For us, coffee is a source of wonder. Since 2005, Wonderstate has roasted earnest and extraordinary coffees that honor relationships and champion our collective future.  As the 2010 Roast Magazine Roaster of the Year and five-time Good-Food award winner, our mission continues to expand with three cafes and strong customer relationships in grocery stores, coffee shops, and offices around the Upper-Midwest and all over the country. Yet like the Driftless region we call home, we know you don’t have to be big to make an impact. From our industry-leading minimum price guarantee to farmers, to our 100% solar powered roastery, 5% Giving program, and embracing a healthy work-life balance for all staff, we’re working to do our part.

We're seeking collaborative, curious, and kind people to join us and to build our collective future, together.

Position Overview

The Operations Coordinator is a critical role at the heart of Wonderstate Coffee’s day-to-day operations. This position serves as the connective tissue between production, sourcing, sales, finance, logistics, and fulfillment functions to ensure products, materials, and operational processes flow smoothly and efficiently throughout the business.

The Operations Coordinator oversees operational inventory coordination, demand planning support, purchasing, logistics management, product setup, and cross-functional operational communication. This role requires a highly organized, detail-oriented individual who thrives in a fast-paced environment and enjoys creating structure, clarity, and efficiency within complex operational systems.

The ideal candidate is systems-minded, proactive, collaborative, and comfortable balancing recurring operational workflows with evolving business needs.

Core Responsibilities

Inventory Management

• Coordinate day-to-day inventory flow across finished goods, packaging, and raw materials, ensuring operational inventory systems remain organized and up to date. 
• Build, maintain, and continuously improve demand planning tools to support accurate inventory forecasting and replenishment decisions.
• Ensure inventory levels are consistently aligned with the demand plan, proactively flagging risks or opportunities.
• Maintain meticulous organization and integrity of all inventory data systems
• Partner closely with finance on inventory reconciliations, variance review, and inventory accounting processes. 

Order Management & Demand Planning

• Enter all customer orders accurately and in a timely manner, serving as a reliable point of coordination between sales and production.
• Coordinate daily shipping schedules in alignment with order flow and inventory targets
• Work closely with roasting, production, sales, and finance teams to ensure customer commitments are fulfilled accurately and efficiently
• Support demand planning efforts through reporting, communication, and operational coordination

Non-Coffee Purchasing

• Oversee all non-coffee purchasing, including packaging, supplies, and other operational inputs.
• Maintain accurate vendor information, purchasing documentation, and cost tracking
• Identify opportunities for operational efficiencies, cost savings, and process improvements
• Ensure purchasing timelines support operational and production needs

Logistics

• Manage all aspects of logistics, including international freight, domestic trucking, LTL shipments, and daily ecommerce and wholesale fulfillment.
• Develop and maintain accurate shipping and logistics reporting, with a focus on identifying cost savings and operational efficiencies.
• Build and maintain strong relationships with carriers and logistics partners to ensure reliable service and competitive rates.
• Ensure timely, accurate delivery across all channels with clear documentation and communication.

Product Setup & Lifecycle

• Oversee the end-to-end product setup process, ensuring all new items are accurately entered, configured, and ready for sale across all relevant channels.
• Manage the product deactivation process, coordinating with sales, marketing, and production teams to ensure clean transitions.
• Coordinate cross-functional communication related to product launches, transitions, and discontinuations. 
• Maintain organized and up-to-date product data across all systems.

Supervisory Responsibilities:  None

Required Skills & Abilities

• Strong organizational skills and meticulous attention to detail
• Strong systems and process mindset with the ability to maintain organized operational workflows
• Ability to proactively identify operational bottlenecks and coordinate solutions across teams
• Strong planning and follow-through skills with the ability to manage recurring operational processes and deadlines
• Strong analytical and problem-solving abilities
• Excellent verbal and written communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Ability to maintain accurate documentation, records, and operational reporting
• Ability to collaborate effectively across Operations, Production, Sales, and Finance teams
• Collaborative team player with a positive, service-oriented attitude
• Ability to give and receive feedback respectfully while honoring relationships
• Passion for operational excellence, continuous improvement, and purpose-driven work
• Passion for ethically sourced, organic, high-quality coffee and supporting farmer cooperatives

Education & Experience

• Associate or Bachelor’s degree in Supply Chain Management, Business Administration, Operations, Logistics, Finance, or related field preferred
• Equivalent combination of education and relevant work experience may be considered
• 2+ years of experience in operations coordination, inventory management, purchasing, logistics, supply chain, or production planning preferred
• Experience working in manufacturing, food & beverage, retail, ecommerce, or consumer packaged goods environments preferred
• Experience with inventory systems, ERP platforms, purchasing systems, or operational reporting tools strongly preferred
• Proficiency with Microsoft Excel or Google Sheets, including formulas, reporting, and data organization
• Familiarity with domestic and/or international logistics, freight coordination, or fulfillment operations is a plus

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Ability to occasionally lift and move office supplies, inventory items, or equipment up to 25 pounds
• Ability to occasionally walk through production, warehouse, or café environments

Other Duties

Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

Wonderstate is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.