Lubes - Operations Administrator

Wallis Companies; Kansas City (KS); On-site; USD 42,000 - 66,000; Full time

Job summary

Wallis Companies is seeking an Operations Administrator to support the Plant Manager with administrative, operational, and analytical tasks. The role focuses on accurate sales order processing, delivery coordination, and inventory reconciliation to ensure smooth daily operations.

You will participate in reporting, cross-functional communication, and safety practices while maintaining precise cash and order records. This position requires reliable teamwork and continuous process improvement.

Qualifications

• Proficient in Microsoft Excel and Office applications.
• Strong written and verbal communication for internal and external teams.
• Experience with inventory reconciliation and sales order processing.

Responsibilities

• Maintain and update sales orders accurately and timely.
• Route drivers using Samsara based on delivery schedules and territories.
• Monitor delivery status and resolve delivery-related issues.
• Process Return-to-Warehouse documentation and reconcile returns.
• Assist with daily, weekly, and monthly operational reporting.

Skills

Excel proficiency

Communication skills

Inventory coordination

Analytical ability

Team collaboration

Education

High school diploma or equivalent

Associates degree preferred

Tools

Samsara

Sales order system

Inventory management systems

Job description

The Operations Administrator is responsible for providing administrative, operational, analytical, and coordination support to the Plant Manager to ensure efficient daily operations, accurate sales order processing, delivery coordination, inventory reconciliation, financial tracking, and effective communication across operations.

RESPONSIBILITIES BY COMPETENCY:

(bolded text denotes an essential function of the position)

Business Results Orientation

• Maintain and update sales orders accurately and timely.
• Review sales orders for completeness and resolve discrepancies.
• Assist with sales order reconciliation using Excel spreadsheets.
• Route drivers using Samsara based on delivery schedules and assigned territories.
• Monitor delivery status and resolve delivery-related issues.
• Process Return-to-Warehouse documentation and reconcile returned products.
• Handle petty cash reconciliation and maintain accurate cash records.
• Assist with daily, weekly, and monthly operational reporting.
• Support Plant Manager with manual check deposits.
• Maintain regular attendance and follow designated safety practices.
• Perform other duties not listed as required.

Communication

• Serve as the primary contact between operations, billing, warehouse personnel, drivers, Inventory Support, and management.
• Coordinate with billing regarding questions, corrections, and order issues.
• Communicate routing changes and delivery updates to drivers.
• Keep supervisor informed of operational issues and process improvements.
• Respond professionally to internal and external inquiries.

Customer Service Orientation

• Ensure timely and accurate sales order processing to support customer service levels .
• Maintain accurate documentation supporting customer orders and deliveries.
• Resolve delivery issues promptly to support customer satisfaction.
• Handle customer and internal communications in a professional and respectful manner.

Developing Talent

• Complete required safety training.
• Participate in cross-training to support multiple operational functions.
• Attend training to further professional development and understanding of company goals and strategy.

Safety

• Work diligently to identify and correct safety deficiencies in a timely manner
• Complete all safety training as required for this position
• Follow all safety policies and procedures and strive to avoid preventable accidents
• Inform Plant Manager promptly of unsafe conditions and behaviors, and recommend how to correct or eliminate them
• Adhere to company safety policies and report all work-related injuries, incidents, and near misses immediately
• Attend and participate in safety meetings
• Cooperate with the medical provider, following and treatment plan(s) and/or return-to-work program(s)

Technical Expertise

• Utilize Microsoft Excel at a proficient level.
• Operate Samsara, sales order, and inventory management systems.
• Analyze operational reports to support business decisions.
• Adhere to all Wallis Companies safety policies and report safety incidents immediately.
• Maintain knowledge of operational processes and industry best practices.

SUPERVISORY RESPONSIBILITIES

This position has no direct reports.

QUALIFICATIONS

(bolded font denotes an essential qualification of the position)

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education: High school diploma or equivalent. Associates Degree preferred

Experience: Previous experience in operations support, logistic, dispatching, inventory or administrative coordination preferred

Language Skills: Ability to read, write, speak, and understand English in a manner that is sufficient for effective communication with groups of managers, clients, customers and the general public

Skills and Abilities:

• Considerable independent analysis and judgment to balance changing priorities.
• Strong proficiency with Microsoft Excel and Microsoft Office.
• Excellent communication skills, attention to detail, and organizational abilities.
• Ability to work well with others and under pressure.
• Ability to collaborate effectively across multiple departments.

Technology, Tools, and Equipment:

PHYSICAL DEMANDS

Amount of time

None

Under 1/3

1/3 to 2/3

Over 2/3

See:

Must able to read computer screens, reports, and documentation

Stand/Walk:

Must be able to move around warehouse

Sit: At a desk or computer

Touch/Grasp/Feel

Must be able to use hands for keyboard, paperwork, phone

Talk or Hear:

Must be able to communicate in person and on the telephone

Lifting:

Lifting: Up to 10 pounds:

Up to 25 pounds:

Up to 50 pounds:

Up to 100 pounds:

Working Conditions:

Office/Warehouse

DISCLAIMER

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Wallis Companies reserves the right to make changes to job descriptions as needed with or without notice to affected employees. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws. This job description does not establish a contract for employment.