Operations Coordinator

2 days ago

Ronkonkoma, NY, United States ATEQ Corp. Full time
Location: Ronkonkoma, NY
Division: Vacuum Instruments Corporation (a division of ATEQ USA)
Reports To: Senior Director of Engineering / General Manager

Position Summary

Vacuum Instruments Corporation (VIC), a leading manufacturer of tracer gas leak detection instruments and custom automated test systems, is seeking a detail-oriented and proactive Operations Assistant to support daily coordination between engineering, manufacturing, and project management teams. This role will help maintain schedules, organize documentation, assist with standards, and contribute to customer communication for custom equipment projects. The ideal candidate is comfortable with modern project management tools and eager to apply AI-based technologies to streamline operations and reporting.

Key Responsibilities
  • Project Scheduling & Coordination
    • Assist in developing and maintaining project schedules and Gantt charts for engineering and manufacturing activities.
    • Track project milestones, monitor task completion, and update project dashboards and reports.
    • Support internal project meetings by preparing summaries, timelines, and progress updates.
  • Documentation & Standards
    • Organize and manage paperwork related to custom system builds, including job travelers, purchase requisitions, and quality records.
    • Help ensure adherence to VIC and ATEQ documentation and process standards.
    • Assist in maintaining and updating procedures, work instructions, and reference materials.
  • Digital Tools & AI Utilization
    • Use and help improve project management software (e.g., MS Project, Monday.com, Asana, or equivalent).
    • Explore and implement AI tools for automating tasks such as data entry, scheduling updates, and report generation.
  • Customer & Internal Communication
    • Prepare visual timelines and progress charts for internal reviews and customer updates.
    • Coordinate information flow between engineering, manufacturing, and customer service teams.
    • Support the preparation of presentations and reports for key projects.
  • Technical Documentation Support
    • Assist engineering staff with drafting and editing technical manuals, procedures, and user documentation.
    • Compile final documentation packages for customers, ensuring completeness and accuracy.
Qualifications
  • Associate's or Bachelor's degree in Engineering Technology, Operations, or Business Administration, or equivalent experience.
  • 2-5 years of experience in manufacturing support, operations coordination, or technical administration preferred.
  • Familiarity with project management tools such as MS Project, Smartsheet, or similar platforms.
  • Basic understanding of AI tools and digital workflow automation.
  • Strong organizational and communication skills, both written and verbal.
  • Attention to detail and the ability to manage multiple tasks simultaneously in a fast-paced environment.
  • Comfort working around technical documents, drawings, and equipment build records.
Attributes for Success
  • Organized and methodical, with a strong sense of follow-through.
  • Technically curious, eager to learn about VIC's equipment and test systems.
  • Comfortable using modern digital tools to enhance productivity.
  • Able to communicate clearly across departments and with customers.
  • Team-oriented with a "get it done" attitude.

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