We are seeking an experienced Administrative & Operations Coordinator to support the day-to-day operations of a small, fast-paced manufacturing company in Fremont.

Key Responsibilities:

• This is not a traditional Administrative Assistant position. The ideal candidate will have previous experience working in a manufacturing environment and be comfortable supporting customer orders, purchasing, production, vendors, shipping, and general office operations.

Key Responsibilities

• Enter and process customer orders and review purchase orders for accuracy, including part numbers, quantities, pricing, revisions, and delivery requirements.
• Create and maintain production jobs, work orders, BOMs, job paperwork, and related documentation.
• Assist with production planning, scheduling, job status, and material requirements.
• Purchase raw materials, hardware, shop supplies, and outside services.
• Create, process, and track purchase orders.
• Request vendor quotes and compare pricing, availability, lead times, and delivery dates.
• Follow up with vendors regarding open POs, shortages, late deliveries, and long-lead materials.
• Resolve purchasing, order, and documentation discrepancies.
• Coordinate with customers, vendors, Production, Quality, Shipping, and Accounting.
• Track customer jobs and communicate status or delivery concerns.
• Assist with customer quotes as needed.
• Support invoicing and accounts receivable follow-up.
• Maintain reports and tracking spreadsheets using Microsoft Excel.
• Maintain accurate electronic and paper records.
• Provide general administrative and operational support as needed.

Qualifications

• 3+ years of administrative, operations, purchasing, order processing, or production coordination experience in a manufacturing environment.
• Experience in a machine shop, metal fabrication, or precision manufacturing environment is strongly preferred.
• Experience working with customer POs, work orders, job travelers, purchasing, and production documentation.
• Strong vendor follow-up and problem-solving skills.
• Comfortable managing multiple priorities and following outstanding items through completion.
• Strong attention to detail and basic math skills.
• Proficient with Microsoft Excel, Word, Outlook, email, and PDF documents.
• Experience with QuickBooks and/or an ERP/MRP system is preferred.
• Strong written and verbal communication skills.
• Organized, dependable, and able to work independently in a small-company environment.