Operations Administrator

Primary Function:


The Operations Administrator supports daily business operations and helps maintain an efficient, well-organized work environment. This role delivers exceptional customer service to both internal and external customers, provides comprehensive administrative support, and ensures accurate and timely processing of office, AR, and operational tasks. By partnering closely with site leadership, production teams, and office staff, the Administrative Assistant contributes to smooth workflow, reliable communication, and a positive experience for employees, cross-functional partners, and external customers.


Key Accountabilities:


Office, Administrative & Customer Support (55%)

• Manage day-to-day office operations, including correspondence, filing, and general administrative support.

• Serve as the first point of contact for internal and external inquiries, responding with professionalism, urgency, and a customer-focused mindset.

• Provide timely, accurate, and service-focused support to both internal and external customers, ensuring internal partners receive the same level of priority, responsiveness, and professionalism as external clients.

• Manage all incoming calls and assist customers with a strong service-oriented approach.

• Draft internal communications, including emails, memos, and announcements.

• Prepare customer statements and assist with customer-facing documentation needs.

• Prepare, edit, and distribute documents, reports, and presentations.

• Maintain and update electronic and hard-copy filing systems.

• Prepare UPS/FedEx labels and manage all incoming and outgoing mail.

• Print orders, generate pallet labels, and create door labels as needed for production.

• Log fire tags and maintain related documentation; responsibilities may vary by location.

• Support shipment of customer samples.

• Process POD paperwork and maintain required documentation.

Accounts Receivable & Data Management (25%)

• Perform accounts receivable (AR) processing tasks.

• Prepare, review, and process customer invoices and credit card payments.

• Maintain and update customer master files.

• Enter daily units and other required data into spreadsheets and databases.

• Maintain accurate logs, databases, and business records.

• Complete document recovery scanning and ensure proper record retention.

• Process back-orders and support CCIA documentation requirements.

• Scan sales orders and ensure proper digital filing.

Project & Operational Support (15%)

• Identify opportunities to improve administrative processes and workflows.

• Support the development and implementation of Administrative SOPs, partnering with the appropriate leadership (including the Quality Engineer).

• Support cross-functional teams to ensure efficient operations and timely communication

Additional Responsibilities (5%)

• Perform other duties as assigned by business leaders to support operational efficiency and a positive customer experience.

Education & Certifications

• High School Diploma required, Associate degree in a related field preferred.

Technical Knowledge, Skills, or Experience:


Required:

• 3-5 years of administrative experience, preferably in a manufacturing or fast-paced office environment.

• Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Teams).

• Strong organizational and time-management skills with the ability to prioritize multiple tasks.

• Excellent verbal and written communication abilities.

• High attention to detail and accuracy.

• Strong interpersonal skills with the ability to build and maintain positive working relationships with internal teams and external customers.

• Demonstrated proactive approach to problem-solving and sound decision-making.

• Ability to handle confidential information with discretion and professionalism.

• Self-motivated with the ability to work independently and collaboratively.

• Experience with accounts receivable processes, including invoicing, payment application, and customer account maintenance.

Target Salary Range: $19.55/HR - $27.25/HR


Job Location: In-Office/On-Site - No Hybrid, No Remote.