Operations Administrator

JOB PURPOSE

The Part-Time Operations Administrator provides administrative and operational support across shipping, purchasing, inventory, customer service, and finance. This role ensures accurate data entry, efficient order processing, and timely coordination of shipments while supporting internal teams and customers.

Key Responsibilities:

• Validate daily technician time entries and maintain reporting in UltiPro and Pentagon (ETS)
• Prepare, package, and coordinate shipment of repaired and customer units, ensuring accuracy and proper documentation
• Process purchase orders, sales orders, RMAs, cores, and vendor setups as needed
• Support inventory management, including cycle counts, shelf-life reviews, and stock accuracy
• Assist with customer communication, onboarding documentation, and service support
• Support accounting functions including expense reporting, collections, and customer payments
• Maintain records, process invoices, and assist with end-of-month activities
• Coordinate calibration scheduling, supply ordering, and facility support tasks
• Assist with company events and general office organization

Marginal Job Functions:

• Assist with ad hoc administrative tasks and special projects as assigned
• Support additional departments during peak workload periods
• Participate in team meetings, trainings, and cross-functional coordination as needed
• Provide backup support for shipping, receiving, and office coverage during absences
• Assist with data entry, reporting, and documentation updates outside of regular duties
• Perform other duties as assigned to support overall business operations

SAFETY REQUIREMENTS

• Follow all company safety policies, procedures, and workplace guidelines
• Use proper lifting techniques when handling packages, parts, or inventory (may include items up to required weight limits)
• Ensure safe packaging and handling of all shipments to prevent damage or injury
• Maintain a clean and organized work environment to reduce hazards
• Use required personal protective equipment (PPE) when handling materials or working in warehouse/production areas
• Report any safety concerns, incidents, or hazards immediately to supervision
• Comply with all shipping, handling, and material safety requirements for regulated or sensitive components

WORKING CONDITIONS

Physical Demands: This position operates in an office and light warehouse/operations environment. This role may require working in areas with moderate noise levels and occasional interaction in shipping, receiving, or inventory storage spaces. Work is primarily performed during standard business hours in a part-time capacity, with occasional flexibility required during peak operational periods.

Equipment Operated: Uses standard office and warehouse equipment including computers, printers, scanners, copiers, and telephones, as well as shipping tools like label printers and scales. Also works with ERP and inventory systems (UltiPro, Pentagon/ETS) and general packaging materials such as boxes, tape, and protective supplies.

Work Location: PAG Offices

Protective Equipment Required: PPE requirements include safety glasses and protective gloves when working in shipping or warehouse areas, closed-toe footwear at all times, and any additional protective equipment as required based on materials or tasks.

Potential Hazards: Potential hazards include minor risks from lifting and moving packages, cuts from packaging tools, slips or trips in office and warehouse areas, ergonomic strain from computer work, and general exposure to normal shipping/receiving activity.

JOB SPECIFICATIONS

Knowledge, Skills and Abilities: The Operations Administrator (Part-Time) is responsible for providing cross-functional administrative and operational support across shipping, purchasing, inventory, customer service, and finance. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment. The position involves accurate data entry, order processing, shipment coordination, and support of internal systems and customers. The ideal candidate is dependable, self-motivated, and experienced in administrative or operations support, with proficiency in standard office software and ERP systems. The role requires basic physical activity such as lifting light to moderate materials and working in both office and light warehouse settings while following all safety procedures and guidelines.

Education/Training:

• 1–3 years of experience in administrative support, operations, logistics, purchasing, inventory control, or customer service preferred

• Experience working with ERP systems, data entry, or order processing strongly preferred

• Prior experience in a manufacturing, aerospace, or warehouse/operations environment is a plus

• Demonstrated ability to manage multiple tasks, maintain accuracy, and meet deadlines in a fast-paced setting

• Experience working with internal and external customers preferred

Experience: 1–3 years of experience in administrative, operations, logistics, purchasing, inventory, or customer service roles is preferred.

Certificates/Licenses: None

Other: Other duties may be assigned in the role to support other departments, personnel, or projects.

Duties not listed within the position description may be required of the employee at the discretion of the department management. Job functions may vary due to irregular working conditions, locations in multiple time zones, or shift positions.