job title:Administrative and Operations Coordinator (Mfg)
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Key Requirements
• 3+ years of administrative, operations, purchasing, or order-processing experience in a manufacturing environment
• Experience with customer POs, work orders, job travelers, purchasing, and production documentation
• Proficient in Excel, Word, Outlook, and PDF/Adobe applications
• Able to work on-site in Fremont, CA, full-time (temp-to-hire)
• Machine shop, metal fabrication, or precision manufacturing experience strongly preferred; QuickBooks and/or ERP/MRP experience preferred
About the Role
We are a small manufacturing company looking to hire an experienced Administrative and Operations Coordinator to support our Operations Manager and keep day-to-day office and production operations running smoothly. This is a hands-on, fast-paced role, not a traditional administrative assistant position. You'll work with customers, vendors, and production personnel, juggle multiple priorities, and see every task through to completion.
What You'll Do
• Enter and process customer orders; review POs for part numbers, quantities, pricing, revisions, and delivery requirements.
• Create and maintain production jobs, work orders, BOMs, and related documentation.
• Assist the Operations Manager with production planning, scheduling, job status, and material requirements; track customer jobs and follow up on open items.
• Coordinate purchasing so materials, hardware, supplies, and outside services are available when needed; create, process, and track purchase orders.
• Request quotes, research suppliers, and compare pricing, lead times, and availability.
• Follow up with suppliers on open POs, shortages, long-lead-time items, and late deliveries; resolve discrepancies in pricing, quantities, materials, or dates.
• Coordinate with vendors, customers, Production, Quality, Shipping/Receiving, and Accounting to resolve order and delivery issues.
• Assist with customer quotes (including supplier and outside-processing pricing), invoicing, A/R follow-up, and customer documentation.
• Build and maintain Excel spreadsheets and reports on orders, materials, costs, and schedules; keep electronic and paper records organized.
• Provide administrative support to management and help with cross-functional work as needed.
You'll Succeed Here If You
• Take ownership and follow through. An email isn't the end of the task: if material is late, a PO is incomplete, a vendor hasn't responded, or a job is at risk, you make the call, get the answer, and tell the right person.
• Have strong attention to detail with part numbers, quantities, pricing, POs, invoices, and delivery dates, plus good general math skills.
• Manage multiple priorities and deadlines without losing track of open items.
• Notice when something doesn't look right and ask questions instead of making assumptions.
• Communicate clearly in writing and by phone, and are comfortable picking up the phone to get answers.
• Work independently with minimal supervision and have reliable attendance and punctuality.
• Enjoy a small, fast-paced shop where you switch between orders, purchasing, production support, vendors, shipping, accounting, and admin work throughout the day.
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