Operations Support Specialist

Loenbro

14h•Hybrid

About The Position

This is a combined role responsible for managing shipping and receiving operations, providing production administrative support, maintaining document control systems, and preparing analytical reports and presentations for senior leadership. The ideal candidate is a detail-oriented professional who thrives in a fast-paced manufacturing or production environment, can manage multiple priorities, communicates effectively with all levels of the organization including directors and executives, and ensures accuracy and compliance across all documentation and logistics functions.

Requirements

High school diploma or GED required.
Minimum 2–4 years of combined experience in shipping/receiving, production support, and/or document control within a manufacturing or production environment.
Demonstrated experience preparing reports, dashboards, and presentations for director-level and above audiences.
Experience with ERP systems (SAP, Oracle, Microsoft Dynamics, or equivalent) and document management systems.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); advanced Excel skills (pivot tables, VLOOKUP, charts, data visualization) required.
Excellent written and verbal communication skills; confident presenting information to directors, VPs, and senior executives.
Keen attention to detail and a commitment to accuracy in all documentation and data entry tasks.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Supply Chain Management, or related field.
Working knowledge of quality management systems (ISO 9001, AS9100, GMP) and document control best practices.
Familiarity with shipping/logistics software, carrier systems (UPS WorldShip, FedEx Ship Manager), and freight rate negotiation.
Prior experience in aerospace, automotive, pharmaceutical, or general manufacturing industries.
Forklift certification (training may be provided).

Responsibilities

Coordinate and process all incoming and outgoing shipments, including verifying contents against purchase orders, packing slips, and bills of lading.
Prepare shipping documents (BOLs, customs paperwork, commercial invoices) and schedule carrier pickups with freight companies and couriers.
Update project folders with necessary Information.
Report defects and initiate return merchandise authorizations (RMAs) as needed.
Maintain accurate inventory records using ERP/WMS systems; perform cycle counts and assist with annual physical inventory audits.
Coordinate with production, purchasing, and customer service teams to ensure on-time delivery and resolve shipment discrepancies.
Provide administrative support to the production/manufacturing team, including data entry, scheduling, and report generation.
Create, update, and distribute daily and weekly production schedules, work orders, and job travelers.
Communicate weekly safety tool box talks subjects
Track and report production metrics including output quantities, downtime, scrap rates, and labor hours.
Prepare and maintain production-related reports for management, including shift summaries, efficiency reports, and KPI dashboards.
Process production paperwork including time sheets, overtime authorizations, and production completion records.
Support continuous improvement initiatives by collecting and organizing data for process analysis.
Manage the creation, revision, distribution, and archival of controlled documents including SOPs, work instructions, quality manuals, and technical specifications.
Maintain the electronic document management system (EDMS/DMS), ensuring all documents are current, properly indexed, and accessible to authorized personnel.
Process Engineering Change Orders (ECOs) and Engineering Change Notices (ECNs), routing them for review and approval per established workflows.
Ensure compliance with document control standards such as ISO 9001, AS9100, FDA 21 CFR Part 11, or other applicable regulatory frameworks.
Conduct periodic audits of controlled documents to verify accuracy, version control, and proper retention in accordance with company policies.
Coordinate with quality assurance, engineering, and production departments to ensure documents reflect current processes and specifications.
Train employees on document control procedures, revision protocols, and proper use of the document management system.
Maintain document logs, master lists, and distribution records; generate reports on document status and compliance metrics.
Prepare, compile, and deliver weekly, monthly, and quarterly operational reports for directors, VPs, and senior leadership, including production output summaries, shipping performance metrics, and document compliance dashboards.
Create professional presentations (PowerPoint/Google Slides) summarizing departmental performance, cost analyses, and continuous improvement project outcomes for leadership review.
Collaborate with finance, quality, and engineering teams to gather cross-functional data and produce integrated reports that support strategic decision-making.
Respond to ad-hoc data requests from senior management, providing timely and accurate information to support business planning, audits, and customer inquiries.
Track and report on corrective action effectiveness, supplier performance scorecards, and regulatory compliance status to ensure leadership has visibility into risk areas.
Other duties may be assigned as needed to support business operations.