Office Operations Admin

We are seeking a seasoned, high-energy, and fiercely detail-oriented Office Operations Admin to serve as the central hub of our front office. This is not a slow-paced corporate desk job; it is a dynamic, fast-paced role rooted in a busy aerospace and industrial manufacturing environment.

The ideal candidate will seamlessly blend the responsibilities of order and router control, quotation management, and business support. You will be responsible for keeping the administrative engine running smoothly, acting as the primary liaison between our customers, the front office, and the shop floor.

Key Responsibilities

Order Entry & Production Control

• Manage the end-to-end lifecycle of incoming customer orders, performing precise order entry and data verification.
• Generate, print, and track shop "Routers" (Travelers) to ensure accurate step-by-step processing instructions accompany jobs on the shop floor.
• Proactively track expedited (rush) jobs, physically or digitally verifying their production status on the floor to provide real-time updates to management and customers.

Billing, Purchasing & Accounts Receivable

• Prepare and issue professional customer quotes and final invoices.
• Generate necessary Purchase Orders (POs) for outside vendors and materials.
• Take ownership of Accounts Receivable (AR) by confidently making outbound calls on past-due invoices to secure payments.
• Process and print technical quality documentation, including Material and Process Certifications (Certs), ensuring they match shipments exactly.

High-Volume Communication & Support

• Manage a heavy administrative workload, including filing, routing paperwork, and answering 50 high-priority emails daily.
• Act as the professional face and voice of the company by answering multi-line phones and answering customer inquiries efficiently.
• Coordinate closely with the Quality Assurance Manager and Shipping/Receiving department to resolve any workflow or order discrepancies.

Qualifications & Skills

• Experience: 3–5 years of experience in a fast-paced manufacturing, industrial, or aerospace office environment (highly preferred).
• Workflow Mastery: Proven experience with order entry, creating POs, processing invoices, and handling basic collection/receivable calls.
• Thick Skin & High Speed: Ability to thrive, multi-task, and maintain composure in a loud, hectic, "air traffic control" style environment.
• Laser Focus: Elite attention to detail—missing a mismatch between a quote, PO, or material certification is not an option.
• Communication: Exceptional verbal and written communication skills; comfortable speaking with shop staff, outside vendors, and high-value clients.

Why This Role Matters: You are the gatekeeper of our workflow. If the paperwork you control isn't accurate and fast, the shop floor slows down. We need someone who takes pride in owning their domain and keeping the chaos organized.