Operations Administrative Coordinator in Saint Louis, Missouri at Clementine's Ice Cream

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

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.