Job Summary
We are seeking a dynamic and highly organized Operations Administrator to join our team! In this vital role, you will be the backbone of our daily operations, ensuring seamless coordination across departments and supporting the overall efficiency of our business. Your proactive approach and attention to detail will help us maintain high standards of service, streamline processes, and foster a productive work environment. This paid position offers an exciting opportunity to develop your skills in a fast paced, collaborative setting while making a meaningful impact on our organization’s success.
Duties
About the Role
Reporting directly to the Operations Manager, the Operations Administrator helps run equipment deliveries, installations, inventory allocation, logistics coordination, and operational processes from start to finish — serving as a key coordination point between sales, warehouses, installers, logistics providers, customer service, and customers.
Responsibilities
Operational Oversight
- Support oversight of the Customer Service & Spare Parts department
- Monitor the service portal to keep cases, installation jobs, and warranty claims accurate
- Help ensure operational processes are followed consistently; flag and help resolve delays
Inventory & Sales Order Allocation
- Maintain visibility of warehouse inventory across U.S. locations
- Review open sales orders and allocate stock; manage transactions in the SOS Inventory Management System
- Coordinate on incoming inventory, shortages, and substitutions
Shipping & Logistics
- Coordinate outbound shipments and verify equipment, dimensions, and weights for freight booking
- Book LTL/FTL freight services; track shipments and manage transit timelines
- Help maintain relationships with freight providers
Sales Order Processing
- Manage sales orders through the fulfillment lifecycle in SOS
- Create pick tickets, shipment records, and Bills of Lading; generate invoices
- Verify deposits and outstanding balances prior to shipment authorization
Installation Project Management & Scheduling
- Coordinate installation projects from scheduling through completion
- Help source, vet, and maintain a network of qualified installation partners
- Verify installer qualifications, insurance, and required documentation
- Coordinate delivery and installation schedules between customers, installers, and sales reps
Project Completion & Documentation
- Collect and upload installation photos, completion reports, and invoices to the service portal
- Verify documentation is complete prior to project closeout; support post installation follow up
Vendor Relationships & Budget
- Help build relationships with logistics providers, carriers, installers, and warehouse partners
- Review shipping/installation budgets and quotes; help select providers balancing cost and quality
Inventory & Delivery Planning
- Maintain delivery forecasts and installation schedules
- Verify inventory availability before confirming delivery dates
- Communicate shortages, delays, and schedule adjustments to customers and internal stakeholders.
Skills
- Exceptional attention to detail and accuracy
- Strong project management skills
- Advanced Excel proficiency
- Experience with logistics, freight coordination, inventory management, or operations management
- Ability to manage multiple projects simultaneously
- Strong communication and relationship building skills
- Proactive, solutions oriented mindset
- Ability to work under pressure while maintaining accuracy
- Strong organizational and time management abilities
- Ownership and accountability for project execution from start to finish
- Strong customer and vendor service skill
Join us as an Operations Administrator and become an integral part of our energetic team! Bring your enthusiasm, organization skills, and drive for excellence as we work together to achieve outstanding results every day!
Pay: $52,000.00 - $54,000.00 per year
Work Location: In person
