Operations Administrative Coordinator

Clementine's Ice Cream•St. Louis, MO

6d•Onsite

About The Position

The Operations Administrative Coordinator provides administrative and operational support to ensure the efficient day-to-day functioning of the Milkhouse. The position serves as a key liaison between departments, supporting operational processes, managing documentation, and assisting leadership with administrative tasks. This is an hourly, non-exempt, full-time position located at 8014 N Broadway, St. Louis, MO 63147.

Requirements

2–5 years of administrative, operations, or office coordination experience.
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, including Excel, Word, PowerPoint, and 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.

Nice To Haves

Associate's degree in business administration, Operations Management, or a related field preferred.
Experience with operational reporting and process coordination is a plus.

Responsibilities

Provide administrative support to the operations leadership team.
Support daily production activities, schedules, documentation, reporting, and communication, ensuring information is accurate and available when needed.
Serve as the 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.
Serve as the 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, and help ensure the correct materials are 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.
Generate regular reports and dashboards for management review.
Collect, verify, and maintain operational data; monitor key operational metrics and identify trends or discrepancies; and 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.
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.
Serve as a point of contact for internal and external stakeholders for the Milkhouse, resolve routine inquiries, and escalate issues when appropriate.