Operations Administrative Coordinator

Description

The Operations Administrative Coordinator provides administrative and operational support to ensure the efficient day-to-day functioning of the Milkhouse. This position serves as a key liaison between departments, supporting operational processes, managing documentation, and assisting leadership with administrative tasks.

- Hourly
- Non-Exempt
- Full-Time
- Work location: 8014 N Broadway, St. Louis, MO 63147

Requirements

KEY RESPONSIBILITIES:

Administrative Support

- Provide administrative support to operations leadership team
- Support daily production activities, schedules, documentation, reporting, and communication to ensure information is accurate and available when needed.
- Primary contact for Milkhouse guests, contractors, and new employee onboarding
- Organize and maintain physical and electronic filing systems.
- Manage incoming communications and direct inquiries appropriately.

Operations Coordination

- Primary contact for order related inquiries from internal and external stakeholders.
- Track customer, wholesale, grocery and internal orders; validate order details and quantities; communicate status and changes; research discrepancies; and help ensure orders are produced and fulfilled accurately and on time.
- Print and verify product labels, case labels, and other required production materials as needed and help ensure the correct materials are being used.
- Support production, maintenance, and sanitation work orders and record keeping, including data entry, tracking, and follow-up as needed.
- Assist with other operational priorities as needed

Data Management & Reporting

- Generate regular reports and dashboards for management review.
- Collect, verify, and maintain operational data.
- Monitor key operational metrics and identify trends or discrepancies.
- Ensure data accuracy and confidentiality across systems and records.
- Assist QA with routine documentation, record review, data entry, label verification, traceability records or other administrative quality functions as assigned.
- Enter, maintain, review and validate production, inventory, order and operational data. Identify discrepancies and work with the appropriate team to correct them.

Meeting & Project Support

- Prepare meeting agendas, take meeting minutes, and distribute follow-up action items.
- Assist with special projects and process improvement initiatives.
- Coordinate cross-functional communication between departments.

Customer & Vendor Relations

- Serve as a point of contact for internal and external stakeholders for the Milkhouse.
- Resolve routine inquiries and escalate issues when appropriate.

QUALIFICATIONS:

- Associate's degree in business administration, Operations Management, or related field preferred.
- 2–5 years of administrative, operations, or office coordination experience.
- Experience with operational reporting and process coordination is a plus.
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- High attention to detail and accuracy.
- Ability to manage multiple tasks and deadlines simultaneously.
- Strong problem-solving and critical thinking skills.
- Ability to maintain confidentiality and professionalism.
- Customer service-oriented mindset.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
- Strong data entry and reporting skills.
- Ability to sit for extended periods while working at a computer.
- Ability to occasionally lift and move office materials weighing up to 25 pounds.
- Occasional walking, standing, bending, and reaching.