Business Operations Jobs in Virginia

Are you the person who keeps track of the details, follows up without being asked, and makes sure commitments turn into completed work?

VMek is looking for an experienced Business Operations Coordinator to support our CEO and help keep our departments, customer orders, shipments, and office activities organized.

This is a hands-on role with regular interaction across sales, R&D, engineering, production, and service. You will help teams stay aligned, coordinate customer orders after a purchase order is received, manage shipping details, and keep important administrative work moving.

What you’ll do

Meeting coordination and follow-through

• Attend departmental EOS Level 10 meetings and support the meeting leader with accurate notes and organized records.
• Capture decisions, action items, confirmed owners, and due dates.
• Enter and maintain tasks in our work management system.
• Follow up on commitments, flag obstacles, and bring overdue items to the appropriate leader.
• Identify dependencies between departments and ensure agreed communications reach the right people.
• Provide the CEO with concise updates on open items and issues requiring attention.

Sales order and customer coordination

• Receive customer purchase orders, verify information, and resolve missing details with the appropriate team.
• Prepare and process sales orders and send order acknowledgments.
• Coordinate order progress with sales, engineering, production, and service.
• Keep customers informed about confirmed milestones, shipping arrangements, and changes.
• Maintain accurate order records and track outstanding requirements through delivery.

This role supports the order process after the sale and does not include preparing quotations or carrying a sales quota.

Shipping and international logistics

• Arrange outgoing shipments of parts, equipment, and other company materials.
• Prepare shipping documentation, schedule pickups, and track deliveries.
• Coordinate import and export paperwork with suppliers, freight forwarders, customs brokers, and internal staff.
• Support machinery imports from Korea and China.
• Maintain organized shipping records and follow up promptly on delays or missing information.

Office administration and CEO support

• Coordinate office supplies, routine administrative needs, and selected vendors.
• Organize employee birthday and work anniversary recognition and occasional team activities.
• Keep shared records, checklists, and administrative processes current.
• Support the CEO with administrative projects and follow-through on agreed priorities.

What we’re looking for

• Experience in operations coordination, sales administration, project coordination, office management, or executive support.
• Exceptional organization and a reliable system for tracking multiple deadlines.
• Initiative: you identify the next step and move work forward without repeated reminders.
• Confidence following up with busy colleagues and leaders in a professional, respectful way.
• Strong attention to detail in orders, documents, dates, and customer communications.
• Good judgment about what you can resolve independently and what needs escalation.
• Clear written and verbal communication.
• Comfort with spreadsheets, business software, and task management systems.
• Discretion when handling confidential business and employee information.

Especially helpful experience

• Manufacturing, machinery, industrial equipment, distribution, or technical service environments.
• Purchase order and sales order processing.
• Domestic shipping, international freight, or import/export documentation.
• EOS and Level 10 meetings.
• ERP, CRM, or project management software.

We value demonstrated capability and relevant experience; a specific college degree is not required.

What success looks like

Meeting commitments have clear owners and deadlines. Customer orders are accurate and actively tracked. Shipping documents are ready when needed. Customers and colleagues receive timely updates. The CEO can see what needs attention without having to chase every detail.

Schedule and flexibility

We offer flexibility around start and finish times and understand that family and personal responsibilities sometimes require adjustments. We will agree on a dependable schedule that supports meetings, customer needs, and shipping deadlines, with clear communication when changes are needed.

Pay: $30.00 - $40.00 per hour

Expected hours: 30.0 – 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person