Administrative/Operations Coordinator

Position Summary

• Provide direct support to the General Manager in all logistical aspects of daily operations.
• Process incoming units for established contracts and orders; enter data into the ERP system.
• Create labels, tags, stencils, and other materials to support production floor needs.
• Obtain quotes and pricing for required materials.
• Maintain inventory spreadsheets and valuations.
• Forecast material requirements to meet contract deliverables; maintain sufficient inventory levels to meet demand.
• Generate Purchase Orders in the business operating system and submit them to the appropriate vendors.
• Resolve discrepancies between items ordered and nonconforming products received.
• Expedite Purchase Orders to ensure timely delivery of materials.
• Maintain spreadsheets related to job inventory, statistical analysis, monthly division performance, quarterly proficiency reports, and invoicing comparisons (month-over-month and year-over-year).
• Verify that submitted job cards for completed repairs are properly executed prior to invoicing.
• Invoice completed jobs accurately and in a timely manner.
• Record and track completed jobs, associated revenue, and profit margins.
• Maintain accurate customer records.
• Assist the General Manager in compiling proposals, including proofreading and editing content.
• Create reference manuals and presentations for contracts.
• Process and file job documentation in the proper electronic format and storage location.
• Create, revise, and obsolete controlled documents in accordance with QAM and QIPs.
• Perform additional duties assigned by the General Manager.

Job Qualifications (Skills, Abilities, Physical Requirements, etc.):

• Strong written and verbal communication skills; must be able to effectively communicate with vendors and management.
• Proficient computer skills, including Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and Foxit PDF Creator.
• High level of attention to detail.
• Self-starter capable of working independently and managing workflow with minimal supervision.
• Ability to multitask and prioritize multiple deadlines efficiently.

Requirements (Education, Experience, etc.):

• High school diploma required.
• Previous administrative assistance experience required. 21 To 24 (USD) Hourly