Manufacturing Operations Administrator

About VetPowered
VetPowered, LLC, named Veteran Owned Small Business of the Year in the United States, is a rapidly growing San Diego-based company specializing in manufacturing, welding, fabrication, machinery repair, and customized training under private and U.S. Government contracts.

VetPowered employs a highly trained workforce operating advanced CNC equipment and is dedicated to bringing advanced manufacturing back to America.

About the Position
The Manufacturing Operations Administrator supports the administrative coordination of RFQ, purchasing, bill of materials (BOM), supplier, and JobBOSS workflows.

This position is responsible for maintaining accurate records, coordinating follow-up activities, entering approved information into manufacturing systems, and helping ensure that required information moves efficiently between Manufacturing, Quality, Production, Accounting, suppliers, and other internal stakeholders.
Reporting to the Controller, the position plays an important role in keeping manufacturing priorities organized, identifying missing or conflicting information, and ensuring that administrative requirements are completed on time.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable managing multiple priorities in a fast-paced manufacturing environment. The position is well suited for someone who is inspired by VetPowered's mission and core values and enjoys collaborative work that helps keep manufacturing operations moving.

Primary Objective
Provide accurate and timely administrative coordination for RFQs, purchasing, supplier activity, bills of materials, JobBOSS records, and related manufacturing workflows while maintaining complete, traceable, and audit-ready documentation.

The position is responsible for ensuring that approved information is accurately entered, tracked, communicated, and maintained. Technical, engineering, estimating, and Quality decisions remain with the appropriate functional personnel.

Essential Responsibilities
RFQ Administration and Tracking

• Receive, organize, and track RFQ packages, confirming that required drawings, specifications, quantities, due dates, and customer documents are present through submission or closure.
• Route RFQ packages to Manufacturing leadership and appropriate technical personnel for review, estimating, and approval.
• Collect supplier pricing and lead-time information based on approved material, hardware, tooling, and outside-processing requirements.
• Track outstanding RFQ inputs and approaching deadlines and follow up with responsible parties as needed.
• Assemble approved pricing, supplier information, and supporting documentation into complete quote packages for final review and submission.
• Maintain organized RFQ records, including quotations, supporting documentation, revisions, and status information.
• Communicate RFQ status, outstanding actions, and potential schedule risks to the Director of Operations and appropriate team members.

Purchasing and Supplier Coordination

• Create and issue purchase orders based on approved requests, bills of materials, supplier quotations, and technical requirements.
• Before issuing purchase orders, verify approved pricing, quantities, required delivery dates, shipping terms, and applicable documentation requirements.
• Track open purchase orders and supplier commitments and follow up on late or at-risk deliveries.
• Communicate supplier status and anticipated delays to internal requestors and appropriate Manufacturing, Quality, and Operations personnel.
• Work with Manufacturing, Quality, Receiving, and Accounting to resolve quantity, quality, pricing, documentation, receiving, or invoice discrepancies.
• Maintain accurate supplier contacts, quotation history, purchasing records, onboarding documentation, and related files.
• Support approved-supplier evaluations and documentation in accordance with VetPowered procedures.
• Maintain organized records of supplier communications, commitments, and open actions.

BOM and JobBOSS Administration

• Create and maintain JobBOSS records for approved bills of materials, RFQs, jobs, purchase orders, material status, and related manufacturing information.
• Enter approved information accurately and verify that system entries match the applicable source documents.
• Identify missing, incomplete, or conflicting information and request clarification from the appropriate responsible person before entering or changing information.
• Process approved revisions promptly and maintain traceable records of changes to bills of materials, purchasing information, and related JobBOSS records.
• Support data cleanup, reporting, and implementation activities related to JobBOSS, Paperless Parts, ProShop, or other approved manufacturing systems.
• Maintain accurate and organized electronic records supporting manufacturing and purchasing workflows.
• Use only approved information when entering or updating records.
• Do not make technical substitutions or independently change materials, specifications, drawings, processes, inspection requirements, or other technical information.

Purchasing and Shipping Compliance

• Use approved suppliers when required and include applicable customer, Quality, certification, traceability, approval, and documentation requirements on purchase orders.
• Maintain required supplier documentation, including certificates of conformance, material certifications, and traceability records.
• Provide purchasing and supplier documentation for internal and external audits, customer requirements, and supplier corrective actions as requested.
• Coordinate with Shipping, Quality, and Manufacturing to confirm that outbound packages contain required administrative documentation and meet applicable customer-specific packaging, labeling, documentation, traceability, and shipping requirements.
• Review shipping packets for administrative completeness, including required packing slips, certifications, labels, and documented Quality and Manufacturing approvals.
• Provide administrative release confirmation only after required documentation and approvals are complete.
• Hold and escalate shipments when required documentation is missing, incomplete, or conflicting. This role does not independently approve product Quality, technical compliance, or customer acceptance requirements.
• Follow document-control and record-retention requirements and promptly raise missing or conflicting information.

Collaboration and Continuous Improvement

• Participate in manufacturing planning and status meetings as appropriate.
• Report current RFQ, purchasing, material, supplier-risk, and administrative action status.
• Maintain organized action lists, records, and follow-up documentation.
• Coordinate with Manufacturing, Quality, Production, Accounting, Shipping, and suppliers to keep assigned activities moving toward completion.
• Identify recurring administrative issues, delays, or gaps in RFQ, purchasing, BOM, and JobBOSS workflows.
• Recommend practical improvements to administrative processes and help document and implement approved procedure changes.
• Support implementation and adoption of approved process improvements and manufacturing systems.
• Perform other duties and responsibilities as assigned in support of departmental and Company goals.

Qualifications and Work Experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, with or without reasonable accommodation. The requirements below represent the knowledge, skills, and abilities required for the position.

Education and Experience

• High school diploma or equivalent required.
• Associate or bachelor's degree in business, supply chain, manufacturing, operations, or a related field preferred.
• Minimum of three years of experience in manufacturing administration, purchasing, materials coordination, production control, or a related operations role.
• Experience supporting RFQ, purchase order, supplier, and bill of materials workflows in aerospace, defense, government contracting, or another regulated manufacturing or job-shop environment is strongly preferred.
• Experience working with suppliers and coordinating material, outside-processing, or purchased-service requirements is preferred.

Technical Skills

• Experience with JobBOSS or another manufacturing ERP system preferred.
• Experience with Paperless Parts or ProShop is a plus.
• Familiarity with manufacturing drawings, specifications, bills of materials, material requirements, and outside processes preferred.
• Experience supporting AS9100, ISO 9001, or another documented quality management system preferred.
• Proficiency with Microsoft Word, Excel, Outlook, and related business systems.

Professional Skills

• Strong attention to detail and commitment to accurate recordkeeping.
• Strong organizational and follow-through skills.
• Ability to manage multiple RFQs, purchase orders, supplier commitments, due dates, and open actions simultaneously.
• Ability to identify missing or conflicting information and know when to request clarification or escalate an issue.
• Sound judgment and ability to distinguish administrative responsibilities from technical, engineering, estimating, and Quality decisions.
• Strong written and verbal communication skills.
• Ability to communicate professionally and effectively with employees, suppliers, customers, and management.
• Ability to work independently while remaining responsive to the Director of Operations and broader team.
• Collaborative, service-minded approach.
• Ability to adapt to changing priorities and production requirements.

Core Competencies

Attention to Detail
Maintains accurate records and identifies discrepancies, missing information, and inconsistencies before they create downstream problems.

Organization and Follow-Through
Effectively manages multiple responsibilities, deadlines, and open actions and follows tasks through to completion.

Accountability
Takes ownership of assigned responsibilities, communicates promptly when issues may affect deadlines or deliverables, and takes responsibility for mistakes without making excuses or shifting blame.

Communication
Communicates clearly, professionally, and respectfully with employees, suppliers, customers, and management.

Problem Solving
Identifies administrative and process issues, gathers the necessary information, and works with the appropriate personnel to develop practical solutions.

Judgment
Recognizes when information is incomplete, conflicting, or outside the position's authority and appropriately requests clarification or escalates the issue.

Adaptability
Adjusts effectively to changing customer requirements, production schedules, supplier performance, and business priorities.

Cross-Functional Collaboration
Works effectively with Operations, Manufacturing, Production, Quality, Accounting, Shipping, and external suppliers.

Process Improvement
Identifies opportunities to improve administrative workflows, reduce errors, improve communication, and increase efficiency.

What Success Looks Like
Within this role, success means:

• RFQ packages are organized, complete, and tracked through submission or closure.
• RFQ inputs, supplier quotations, and required supporting information are obtained and followed up on in a timely manner.
• Purchase orders are accurate, properly approved, and issued with applicable requirements.
• Open purchase orders and supplier commitments are properly tracked.
• Supplier delays and other risks are identified and communicated before they create larger problems.
• JobBOSS records accurately reflect approved source documentation.
• BOM, purchasing, and manufacturing records are complete, current, and traceable.
• Required supplier certifications and purchasing documentation are maintained and readily available.
• Shipping packets are administratively complete before release and missing or conflicting information is appropriately escalated.
• Manufacturing, Quality, Production, Accounting, and Operations receive timely administrative support.
• Technical and Quality decisions are appropriately routed to qualified personnel rather than independently made by the position.
• Administrative processes are organized, consistent, and continuously improved.
• The employee can be relied upon to independently manage routine responsibilities while appropriately escalating issues requiring management or technical attention.

Mission and Values
Contribute to achievement of the Mission and Vision of our organization by being:

• Attention to Detail - The ability to accomplish a task while demonstrating a thorough concern for all the areas involved, no matter how small.
• All In -Brings their whole self to work and giving it their all no matter how difficult the job or situation.
• Accountable- Taking personal responsibility for their work, owns mistakes, communicate honestly rather than hiding the truth, does not blame others or make excuses.
• Adaptable- Easily adjusts to changing circumstances.
• Always Improving - A constant, ongoing effort to improve something. This 'something' can be a product, a service, one's skill set, or a team's way of working.

Work Environment
This position works in an urban industrial contract manufacturing facility that includes administrative offices, classrooms, welding areas, machining areas, warehouse and receiving areas, and other manufacturing spaces.

The employee will regularly work in an office environment but may periodically enter manufacturing, warehouse, receiving, shipping, or inspection areas.

Potential workplace hazards may include chemical, electrical, flammable, and mechanical hazards. The employee must comply with all applicable Company safety requirements and wear required personal protective equipment (PPE) when entering designated areas.

The position requires the ability to work effectively in a fast-paced environment where priorities may change based on customer requirements, production schedules, supplier performance, and business needs.

Physical Requirements
The physical demands described below are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodations may be made for qualified individuals with disabilities.

While performing the duties of this job, the employee is regularly required to communicate verbally and listen effectively.

The employee is frequently required to stand, sit, walk, use hands to finger, handle, or feel, and reach with hands and arms.

The employee may be required to push, move, lift, or otherwise handle materials or items weighing approximately 10–30 pounds.

The position may require repetitive computer use involving a keyboard, mouse, telephone, and/or headset while sitting or standing at an assigned workstation.

The employee must be able to safely navigate office, warehouse, receiving, shipping, and manufacturing areas and comply with applicable facility safety requirements.

Compensation and Benefits
Base Compensation: $32.00 – $38.00 per hour.
This is a full-time hourly, non-exempt position. Overtime is paid in accordance with applicable law and Company policy and may be required based on workload and production needs.

Schedule: Monday–Friday, 8:00 a.m.–4:30 p.m. Occasional weekends or schedule adjustments may be required to support Company goals and production needs.

Incentive Compensation: Potential for bonus or incentive compensation after one full year of employment, subject to Company policy and applicable approval.

VetPowered makes comprehensive benefits available beginning on the first day of the month following the employee's date of hire. Available benefits may include:

 

• Medical insurance with a 50% employer contribution.
• Dental and vision insurance with a 100% employer contribution.
• 401(k) program with an employer match of up to $1,000 per year.
• Eight paid holidays.
• Paid vacation and sick leave.

The Company intends to maintain these employee benefits but reserves the right to modify, amend, or terminate benefit plans at any time, subject to applicable law and plan terms.

Dress Code: Business casual or relaxed business casual attire is appropriate for office work. Closed-toe shoes and required personal protective equipment must be worn in designated production areas.

Supervisory Responsibility: None.

 

E-Verify Compliance Statement:
VetPowered, LLC participates in the E-Verify program. We ensure employment eligibility of all employees by using the E-Verify electronic verification system.

Policy for Discrimination, Harassment and Retaliation Prevention:
VetPowered, LLC is committed to providing a professional work environment free from discrimination and harassment, including discrimination and harassment based on a protected characteristic, and an environment free from retaliation for participating in any protected activity covered by this policy.

VetPowered, LLC employees are expected to assume responsibility for maintaining a work environment that is free from discrimination, harassment, and retaliation. Employees are encouraged to promptly report conduct that they believe violates this policy so that we have an opportunity to address and resolve any concerns. Managers and supervisors are required to promptly report conduct that they believe violates this policy. We are committed to responding to alleged violations of this policy in a timely and fair manner and to taking appropriate action aimed at ending the prohibited conduct.

EEO Statement:
VetPowered, LLC is committed to providing equal employment opportunities to all employees, applicants, unpaid interns, and volunteers without regard to actual or perceived: race (including hair texture or protected hairstyles, e.g. braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin (including language use restrictions), ancestry, citizenship, disability (mental and physical) including HIV and AIDS, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, family and medical leave status, domestic violence victim status, political affiliation, and any other status protected by federal, state, or local law.

All openings are subject to change without notice, due to the volume of applications / resumes received, we are unable to respond to status inquiries. Please be assured that your information is being properly handled and forwarded to the appropriate hiring staff. If your skills and qualifications meet the needs of the job, you will be contacted.