Operations Administrator

Full Listing

Job Description

The Operations Administrator leads the data entry and document management for the company. The Operations Administrator (OA) is responsible for creating and logging all incoming inspection reports for delivered material, as well as all shipping and logistic paperwork for shipping of products. The OA also places and follows-up on all purchase orders. Finally, the OA acts as the archivist for configuration management and data management (CMDM) purposes storing and recording necessary company documents.

The Operations Administrator will have the following job functions:

Shipping and Receiving

  • Ensure the accuracy of all shipping/receiving documents and gather and maintain all data and records relative to shipping/receiving activities.
  • Assure that shipping/receiving counts match picking/purchase order documents and assist in resolving any shipping/receiving discrepancies.
  • Collect all documentation for outbound freight and ensure all documents including receiving paperwork are filed appropriately.
  • Schedule inbound and outbound freight to comply with warehouse operations and capacities in conjunction with the Warehouse Manager using various on-line shipping tools.
  • Ship material via standard carriers such as UPS, FedEx and DHL using their on-line portals and print out all relevant shipping documents.

Purchasing and Inventory

  • Use on-line tools to create and place purchase orders. Track all purchase orders through an ERP (Enterprise Resource Program).
  • Work with vendors to negotiate favored pricing and delivery terms.
  • Analyze market trends to predict future lead times and pricing.
  • Ensure all records of purchases, supplier performance, and vendor quotes are maintained.
  • Assist Operations Management with inventory audit counts.
  • Follow proper procedures for storage and handling of inventory; verify incoming materials for accuracy; label and identify materials; consolidate storage locations; put away inventory released from Quality Control and Receiving.

Configuration Management

  • Work with Engineering and Quality to document and record all Engineering Change Order (ECO) requests.
  • Identify and record all contractual line-item deliverables.
  • Work with IT to ensure product revisions and associated engineering drawings are documented and auditable per company Quality Standards.
  • Acts as the gatekeeper for policy and proceedure change control, and archivist for quality management documents.

Qualifications

  • General knowledge of a variety of basic topics, such as math, reading, basic accounting, typing, etc. equal to a high school diploma.
  • Ability to apply common sense to carry out instructions furnished in written, oral, or diagrammatic form.
  • Must have strong background using on-line shipping, ERP, and purchase order systems.
  • Must have basic computer skills and knowledge of on-line shipping tools.
  • Must be familiar with spreadsheets and ERP systems.
  • Must have the ability to work in a fast paced, team environment.
  • Must have a good attention to detail.
  • Must successfully pass pre-employment drug screen and background check.
  • Must adhere to all safety rules and requirements
  • Must be able to work on Export-controlled and ITAR assemblies, and obtain a US Security Clearnce if required.
  • Knowledge of PIEE (Procurement Integrated Enterprise Environment) not required, but a plus.

Compensation

  • Salary commensurate with experience. Ability to work overtime when required.
  • Coda Octopus Engineering offers medical, vision, dental, life, disability Insurance, and HSA contributions
  • Paid holidays and vacation
  • 401(k) option

About Coda Octopus Engineering

Coda Octopus Engineering is an established Utah-based small agile, engineering firm with over 40 years in the defense industry. We blend expertise in software, firmware, hardware, and mechanical engineering to create unique and ruggedized solutions for critical military customers. Through the development of embedded systems, using advanced signal processing and hardware, we are dedicated to comprehensive engineering projects from concept, through design, and into production. Working at Coda Octopus Engineering means using your passion for ingenuity where it counts – showcasing innovative technology and discovering new market opportunities. Here, you will not only build your career, but you will also enjoy work-life balance, uncover cutting edge.

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