Position Overview:
The Operations Administrator is responsible for the daily flow of product and materials through our facility (logistics), along with providing high-level administrative support across Operations, Manufacturing, Quality Control, Accounting, and Compliance. This role owns daily order fulfillment — inspecting, packaging, labeling, and shipping customer orders — as well as receiving incoming parts and materials from customers, suppliers, and outside processors, inspecting and verifying each shipment against our receiving log and process. Beyond shipping and receiving, this role creates and maintains job folders, manages inventory including cycle counts, contacts suppliers on open orders, communicates directly with customers when information or support is needed, supports Accounting with the intake, processing, and payment of outside-processed goods, obtains quotes from outside suppliers, and assists with facilities management and procurement. This role also serves as a trained backup for Accounting, Compliance, and Operations roles when those team members are out of the office.
The person who will best fit this role is highly organized, detail-oriented, and comfortable juggling shipping deadlines, receiving inspections, and administrative requests all in the same day. This role requires patience, flexibility, and a positive attitude, along with the reliability to keep orders moving and departments supported even when priorities shift quickly.
This role is hands on packaging of parts and splits the day between sitting and standing. Parts are typically lightweight and range between .1 to 10 lbs. Employee must be able to lift 35 lbs comfortably.
Primary Responsibility:
· Inspect, package, label, and ship customer orders daily in accordance with customer and shipping requirements
· Receive incoming parts and materials from customers, suppliers, and outside processors; inspect and verify against the receiving log and established process
· Create and maintain job folders for incoming and in-process work orders
· Perform inventory management, including cycle counts and reconciliation of on-hand stock
· Contact suppliers to check on the status of open purchase orders and outside-processed parts
· Contact customers when additional information is needed or support is required to keep orders moving
· Support Accounting with the intake, processing, and payment of outside-processed goods
· Obtain quotes from outside suppliers for outside processing and other purchased services
· Assist with facilities management and procurement of supplies and equipment
· Provide administrative support to Operations, Manufacturing, Quality Control, Accounting, and Compliance
· Serve as a trained backup for Accounting, Compliance, and Operations roles during absences
· Monitor receiving, manufacturing, and shipping activity to help ensure schedules and customer deadlines are met
· Assist in preparing documentation and records required for audits and compliance reviews
· Maintain accurate tracking of jobs — status, location, and due dates — within the company's job tracking system
· Work as an additional sign-off and set of eyes for numerous internal processes
· Develop strong working relationships with team members across departments
Additional Responsibilities:
· Support implementation of new ERP system (late 2026/early 2027)
· Assist with monthly, quarterly, and yearly financial reporting and reconciliation as needed
· Support facilities and procurement needs as they arise
· Support where needed to meet company goals on a daily basis
Hard Skills:
- Shipping, Receiving & Freight Coordination (packing lists, bills of lading, carrier coordination)
- Inspection & Verification against receiving logs, purchase orders, and process documentation
- Packaging & Labeling Standards
- Inventory Control & Cycle Counting
- Microsoft Excel (intermediate-to-advanced: formulas, PivotTables, VLOOKUP)
- Microsoft Outlook, Word & PowerPoint
- AI Productivity Tools (e.g., Claude) for daily task and administrative support
- QuickBooks
- FileMaker
- PreVeil Encrypted Communication System
- ERP/MRP System Proficiency (e.g., Epicor, JobBOSS, SAP, Oracle NetSuite, Sage, etc.)
- Purchase Order Creation & Coordination for parts requiring outside processing
- Procurement & Supplier Quote Requests
- Facilities Management Support
- Documentation & Record-Keeping for audits and compliance review
- Vendor/Supplier Database Management
Preferred skills:
- Understanding of AS9100 / ISO 9001 Quality Management Systems
Soft Skills:
- Attention to Detail — critical for accurate inspection, labeling, and shipment documentation
- Time Management — balancing daily shipping deadlines with administrative support requests
- Multi-Tasking — managing shipping, receiving, and cross-department support simultaneously
- Flexibility & Agility — adapting quickly to shifting priorities in a fast-paced manufacturing environment
- Clear and Professional Communication (verbal & written)
- Cross-Department Collaboration — working effectively with Operations, Manufacturing, Quality, Accounting, and Compliance
- Customer & Supplier Relationship Management
- Diplomacy & Tact — handling difficult conversations or conflicts with grace
- Follow-Through & Reliability
- Resourcefulness — finding solutions within policy and process constraints
- Proactive Issue Identification — seeing small problems before they escalate
- Consistency in Repetitive Tasks
- Quick Learner of New Systems & Tools
- Positive, Can-Do Attitude
- Professionalism Under Pressure
Supervision Exercised:
No Direct Reports
Work Schedule:
FOR FULL TIME:
FOR FULL TIME:
Monday Thru Friday, 7:30am to 4pm, 8 Hours per day
OR
Monday Thru Thursday, 7am to 4:30pm, 9 hours a day + Friday, 7am to 11am = total 40 hours
At Spectron Buellton location.
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
· Partial paid medical insurance by Employer for employee (Employee can add dependents, spouses/partners for a premium)
· Partial 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 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
Experience:
- Manufacturing Administrative Support : 1 year (Preferred)
Work Location: In person
