Operations Coordinator

Operations Coordinator

(Reporting to the Director of Operations)

The Operations Coordinator plays a key support role within VisioStack’s operations team, working closely with the Director of Operations to ensure smooth execution of customer engagements, internal processes, and cross-functional projects. This position supports day-to-day operational activities by coordinating communication between customers, development teams, and leadership, helping translate business needs into actionable work. This role is ideal for someone who is highly organized, customer-focused, and comfortable operating at the intersection of technology, communication, and process management. The Operations Coordinator helps keep projects on track, supports internal workflows, and contributes to delivering a positive customer experience while maintaining operational efficiency.

Key Responsibilities

• Customer Support & Communication Support customer communications by coordinating meetings, follow-ups, and documentation related to requirements, deliverables, and timelines
• Assist in gathering and documenting customer needs, feedback, and enhancement requests
• Serve as a point of contact for routine customer inquiries, escalating issues to the Director of Operations as appropriate
• Help ensure customer communications are clear, timely, and aligned with internal priorities
• Operational Support & Project Coordination
• Assist the Director of Operations with project tracking, task coordination, and deadline management across teams
• Help coordinate work between development, product, quality assurance, and leadership teams
• Track action items, deliverables, and operational milestones to support on-time project execution
• Support the implementation and documentation of company policies, procedures, and operational workflows
• Process Improvement & Internal Efficiency
• Help identify process gaps or inefficiencies and suggest improvements to enhance internal operations
• Assist in maintaining organized documentation related to operations, compliance, and project management
• Support operational readiness for audits, reviews, and internal assessments as needed
• Contribute to scalable operational practices that support company growth

Qualifications

• Bachelor’s Degree or equivalent work experience
• Experience delivering client presentations and/or speaking with clients
• Excellent oral and written communication skills, Excellent customer service skills
• Self-motivated, ability to work individually or with team
• Strong attention to detail and highly organized
• Experience in developing content to address business needs
• Minimum 5+ years’ professional work experience in a fast-paced office environment
• Experience in a human resources/training, customer service, or project management setting
• Ability to handle multiple projects and priorities in a professional and timely manner
• Ability to effectively present information in a clear manner, demonstrate procedures, and respond to questions timely and succinctly
• Experience in creating documents using Microsoft Office (Excel, Word, and PowerPoint) as well as additional content development programs and software
• Must be legally authorized to work in the United States without sponsorship

Preferred skills/qualifications:

• Project Management experience in the IT/software development industry
• Familiar with SOC compliance and GIT Lab software
• Familiar with technical aspects of railway industry maintenance

Life at VisioStack

At VisioStack, our mission is to push the boundaries of growth in railway technology, in ourselves, and in those we interact with— living at the intersection of purpose and profession. We build powerful data analytics and visualization software that helps railways operate more efficiently, reduce wasted resources, and improve safety across critical infrastructure worldwide.

We value autonomy, creativity, and collaboration. Team members are empowered to contribute ideas, take ownership of their work, and meaningfully influence the direction of the products they support. We foster a collaborative, onsite work environment that encourages close teamwork, faster decision-making, and shared success.

Benefits

• Competitive paid time off
• Healthcare and retirement benefits
• Tenured paid sabbatical