Workshop Operations Administrator

Job Description

Job Description

Workshop Operations Administrator 

The Workshop Operations Administrator is a full-time, in-person position that supports the day-to-day administrative, financial, and operational needs of the ZWILLING Commercial sharpening operation. This is a hands-on role that combines office and administrative responsibilities with direct support of the workshop, mailroom, inventory, and driver operations. Key responsibilities include building customer orders, assisting with route planning, tracking and organizing inventory, supporting invoicing and payment reconciliation processes, assisting with physical operational tasks as needed, and keeping internal communication organized. This role works closely with the sharpening team, drivers, sales, management, and Finance to help ensure customer service and daily operations run smoothly.

Key Responsibilities

Customer and Account Support

• Assist with customer account setup and updates, including adding customers to the appropriate routes and updating route information when customer details or service needs change.
• Build new customer orders and place them on the correct pickup racks to support accurate and consistent deliveries.
• Communicate with customers regarding updated delivery timing, missed services, payment questions, and general account needs.
• Escalate customer concerns or service issues to the appropriate supervisor or team member when needed.

Route and Driver Support

• Organize driver pickup racks by route day, using the day dot system to ensure orders are clearly sorted, easy for drivers to locate, and ready for consistent deliveries.
• Provide drivers with accurate customer information, delivery notes, inventory needs, and route changes.
• Assist drivers with unloading and loading their vehicles, staying available during pickup times to help organize orders, answer questions, resolve issues quickly, and ensure drivers can get on the road as efficiently as possible.
• Assist drivers with the transition to Salesforce and provide ongoing support as new systems, tools, and operational processes are introduced.

Inventory and Sales Support

• Help track Commercial knife inventory and outgoing/returning samples from our sales team.
• Communicate inventory shortages or supply needs to the appropriate team member.
• Maintain an organized and clearly labeled inventory area to make items easy to locate and support efficient order building and daily operations.

Invoice and Payment Reconciliation Support

• Communicate regularly with Finance regarding checks received directly by their team, then accurately record and reconcile those payments in the appropriate system.
• Handle and store cash and checks securely in accordance with company procedures, and coordinate with Finance to arrange timely pickup for deposit.
• Accurately enter or update customer ACH and credit card information while speaking with customers by phone, following all company payment-handling and security guidelines.

Daily Operations Support

• Organize returning sharpening orders, confirm all customer orders are accounted for and match current estimates prior to sharpening.
• Communicate sharpening complaints to the lead quality control sharpener and assist with documenting, tracking, and following up on each issue.
• Contribute ideas and collaborate with management on process improvements that help increase production efficiency and support smoother daily operations.
• Assist with special projects and operational needs, using Excel to organize information, track progress, and support reporting.
• Assisting in the Knife Aid mailroom as needed, including unpacking boxes and cleaning knives. Must be able to regularly lift 25lbs and occasionally lift to 50lbs.

Compensation Range: $17-19.00 per hour contingent upon experience. 

Qualifications

• High School Diploma, GED, or equivalent level of education
• Must be able to regularly lift 25lbs and occasionally lift to 50lbs.