Operations Administrator

Position Overview:

The Operations Administrator is responsible for providing high-level administrative support to the Operations of our Aerospace & Defense division. This support demands a high level of customer support experience, excellent written and spoken communication, problem solving, multi-tasking, and most importantly attention to detail. This role will manage internal processes and information that will require effective and clear communication and resources are available to all cross functional teams. This role will also work to service key customer accounts and ensure timely communication or resolution, as well as work with outside suppliers and third-party providers to complete job orders on time. While this role will have its own list of day-to-day functions and requirements, none will be more important than its ability to aid and support departments that are short-staffed or create solutions to circumvent bottlenecks. This role will serve as a key member of the team in terms of order entry and job review, job folder creation, job tracking, customer service & support, inventory management and control, as well as serves as a backup in procurement, and shipping and receiving.

The person who will best fit this role is one that is able to do whatever it takes to meet the daily needs of the business and be adaptable to the fast paced, changing environment that is precision manufacturing. Above all else, this role requires patience, flexibility, and a positive attitude.

Primary Responsibility:

· Work to communicate and provide necessary job items and information to allow for meeting all deadlines and customer needs

· Manage and maintain accurate tracking of jobs, their status, their location, their due dates in a system that you will either create or improve on the current system

· Count, manage and maintain reporting on all inventory – both complete jobs and backstock

· Assisting with daily operational activities and put out fires and avoid bottlenecks

· Monitors receiving, manufacturing, and shipping to meet the agreed upon schedule.

· Communicate with customers and vendors and establish and maintain effective relationships.

· Assist in managing requirements for shipments to ensure all customer deadlines and revenue targets are met per direction from Management

· Assist in preparing documentation and records required for audits and compliance review.

· Assist in the development of systems and operational processes to improve efficiency and reduce costs.

· Provide administrative support, including data entry, record keeping and report generation.

· Stockroom and raw material and inventory management

· Creating and coordinating Purchase Orders for parts needing outside processes.

· Administrative support to internal departments like Quality Control, Production and Compliance

· Assist with the management of the JobHourz job tracking system as well as creating reports

• Develop strong relationships with team members and departments
• Support the receiving department and serve as a backup for employee absences
• Support the shipping department and serve as a backup for employee absences
• Support the packaging department and serve as a backup for employee absences
• Work as additional sign off and set of eyes for numerous internal processes

Additional Responsibilities:

• Support in implementation of new ERP system (Q4 2025/early 2026)
• Assist monthly, quarterly and yearly financial reporting and reconciliation
• Assist with inventory management and cycle counting
• Support where needed to meet company goals on a daily basis

Hard Skills:

• ERP/MRP System Proficiency (e.g., Epicor, JobBOSS, SAP, Oracle NetSuite, Sage, etc.)
• Email, Calendar, and Communication Tools (e.g., Outlook, Teams, Zoom)
• Production Scheduling & Work Order Management
• Shop Floor Data Collection (SFDC) & Tracking
• Inventory Control & Materials Management
• Lean Manufacturing Principles & 5S Implementation
• Capacity Planning & Resource Allocation
• Tooling & Fixture Coordination
• Microsoft Excel (Advanced functions, PivotTables, VLOOKUP, Macros)
• Power BI / Tableau for operational dashboards
• Document Control Software (e.g., MasterControl, Arena, preveil)
• Barcode & Labeling Systems Integration
• Understanding of AS9100 / ISO 9001 Quality Management Systems
• Documented Procedures & Work Instructions Authoring
• Procurement & PO Management
• Shipping/Receiving Systems Knowledge
• Vendor/Supplier Database Management
• Cycle Counting & Physical Inventory Planning

Preferred skills:

• BOM (Bill of Materials) Creation & Management
• Understanding of AS9100 / ISO 9001 Quality Management Systems
• Documented Procedures & Work Instructions Authoring
• Export Compliance & ITAR Awareness
• Basic Understanding of NIST 800-171 / CMMC Requirements
• User Access Control & File Permission Management
• Document Control Software (e.g., MasterControl, Arena)

Soft Skills:

• Clear and Professional Communication (verbal & written)
• Active Listening – especially when working with machinists, engineers, and suppliers
• Cross-Department Collaboration – working effectively with quality, engineering, purchasing, and production
• Diplomacy & Tact – handling difficult conversations or conflicts with grace
• Prioritization in High-Paced Environments
• Multitasking Without Compromising Accuracy
• Deadline-Driven Focus
• Follow-Through & Reliability
• Resourcefulness – finding solutions within policy and process constraints
• Proactive Issue Identification – seeing small problems before they escalate
• Process-Oriented Thinking – continuously looking for ways to improve workflows
• Data Entry Precision
• Careful Review of Documentation and Specifications
• Meticulous Organization – maintaining clean records and version control
• Consistency in Repetitive Tasks
• Quick Learner of New Systems & Tools
• Comfort with Change – navigating ERP updates, new compliance rules, or production shifts
• Flexibility to Shift Priorities
• Resilience in Fast-Changing Manufacturing Environments
• Willingness to Help Beyond Assigned Duties
• Positive Attitude During High-Stress Periods
• Self-Awareness & Self-Management
• Professionalism Under Pressure
• Composure in Escalated Situations

Supervision Exercised:

No Direct Reports

Work Schedule:

FOR FULL TIME:

Monday Thru Friday, 7am to 4pm, 8 Hours per day

OR

Monday Thru Thursday, 6am to 4:30pm, 10 Hours per day

**PART TIME AVAILABLE FOR THE RIGHT CANDIDATE**

Flexible Hours can be arranged. Part-time available, minimum of 24 hours per week required.

At Spectron Buellton location.

Wages & Benefits For Full Time:

· Competitive Pay (Hourly)

· Annual Performance Bonuses as warranted by management.

· 1 Week Vacation

· 5 Sick Days/Year

· Paid Holidays

· 80% paid medical insurance by Employer for employee (Employee can add dependents, spouses/partners for a premium)

· 90% paid dental insurance by Employer for employee (Employee can add dependents, spouses/partners for a premium)

· Vision insurance available at minimal cost to employee and dependents

· 401K Profit Sharing (Minimum 3% from Spectron) once eligible

About Spectron:

We are a mid-size manufacturing business located in Buellton, CA. We are fortunate to be thriving and looking for a new team member to join us on our road to success. This position is critical to GP Machining, a Division of Spectron Inc’s future success, and we are looking forward to what we have to offer a new team member, but more so what new insights and skills this new team member can offer us. We are all about the PEOPLE. We believe you must work with purpose and with passion toward a common goal.

Job Type: Full-time

Pay: $21.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 10 hour shift
• Day shift

Experience:

• Manufacturing Administrative Support : 1 year (Preferred)

Work Location: In person

Salary : $21 - $25