Operations Administrative Assistant

Operations Administrative Assistant

LHH Recruiting is assisting our client in Albuquerque, NM to hire an Operations Administrative Assistant on a contract to hire basis. The Operations Administrative Assistant supports end to end order and operations workflows to ensure accurate fulfillment, timely delivery, and clear communication across teams and stakeholders. This role combines structured administrative support, cross functional coordination, schedule management, and data driven reporting to maintain visibility of daily metrics and drive on time outcomes.

Key Responsibilities

Order Management

• Execute the order fulfillment process, including accurate order entry (data entry), processing, tracking shipments, and coordinating rush orders and transfers in accordance with established procedures.
• Monitor order status and proactively communicate updates and next steps to relevant stakeholders.

Administrative Support

• Run operational reports, manage shared mailboxes and inquiries, organize and maintain documents/records, and perform high accuracy data entry.
• Maintain orderly, auditable files and logs to support operational controls.

Coordination & Communication

• Serve as a point of contact between internal teams (e.g., procurement, product/services, sales, finance, shipping, logistics) and external parties (e.g., customers, vendors, suppliers, carriers) to resolve order issues and provide timely updates.
• Document decisions, actions, and follow ups to ensure consistent handoffs across teams.

Scheduling & Planning

• Schedule meetings, prepare agendas, and capture action items related to order fulfillment and operations.
• Coordinate delivery timelines, calculate daily ship dates, and maintain/report daily operational metrics for leadership visibility.

Operations Dashboard Management

• Own the accuracy of the operations dashboard; ensure real time visibility of order status, key metrics, and required actions.
• Audit data inputs and reconcile discrepancies to preserve dashboard integrity.

On Hold Updates

• Review backlog reports and "holds" communications; update records and system statuses so all holds are current and accurately reflected.

Backorder Meetings & Line Changes

• Attend and actively participate in backorder meetings to review order status, discuss constraints, and collaborate on resolution plans.
• After each meeting, perform line changes in the system (e.g., location updates, part number revisions) and communicate new ship dates to impacted stakeholders.

Reporting & Analytics

• Generate, filter, and manage reports; build and maintain spreadsheets, including PivotTables, to analyze operational data and identify trends or exceptions.

Exceptions Management

• Investigate exception cases to ensure items are staged in the correct shipping location; identify obsolete parts and initiate replacement actions to maintain inventory accuracy and prevent delays.

Qualifications

Required

• 2+ years of experience in operations administration, order management, logistics coordination, or closely related administrative support.
• Proficiency with spreadsheets and data analysis and comfort working in operations systems (e.g., order management, ERP, CRM) or equivalent tools.
• Strong written and verbal communication; able to summarize issues, escalate appropriately, and document actions/decisions with clarity.
• Demonstrated attention to detail, accuracy in data entry, and ability to manage multiple priorities and deadlines.
• Experience coordinating across internal teams and external stakeholders to resolve time sensitive issues.