Operational Admin

Hyphn; San Diego (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

Hyphn is seeking an Operations Administrator to coordinate documentation, punch list management, delivery tickets, scheduling support, and operational reporting. You will work with Project Managers, Sales, Scheduling, Warehouse, Installation, and Customer Service to ensure timely, accurate information and drive accountability across the organization.

The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• High school diploma or equivalent required.
• 2–4 years administrative experience preferred.
• Experience in operations, logistics, or project support is a plus.

Responsibilities

• Own the administrative process for General Delivery punch list activity, including tracking and status updates.
• Manage all delivery documentation and ticket status, ensuring completeness and proper records.
• Provide scheduling backup and coordinate rental equipment needs as required.
• Serve as liaison across Sales, Project Managers, Warehouse, Install Teams, Customer Service, and Logistics.
• Assist with KPI reporting and identify improvements in processes and workflow.

Skills

Organizational skills

Attention to detail

Multi-tasking

Customer service mindset

Written and verbal communication

MS Office proficiency

Education

High school diploma or equivalent

Tools

Hedberg ERP

Microsoft Excel

Google Workspace

Job description

Position SummaryThe Operations Administrator provides administrative support to the Operations Center by coordinating the documentation, communication, and closeout of general delivery projects while supporting daily operational activities. This role serves as the primary administrator for general delivery punch list management, delivery ticket processing, scheduling support, and operational reporting.The Operations Administrator works closely with Project Managers, Sales, Scheduling, Warehouse, Installation, and Customer Service to ensure operational information is accurate, timely, and effectively communicated. This position helps drive accountability by ensuring work is properly documented, punch list items are resolved promptly, and operational records are maintained accurately.Essential Functions & Responsibilities1) General Delivery Punch List AdministrationOwn the administrative process for all General Delivery punch list activity.Responsibilities include:Receive and review completed delivery documentation.Create, track, and maintain punch list logs.Coordinate punch list communication between Sales, Scheduling, Warehouse, and Operations.Ensure punch list items are assigned to the appropriate department.Follow up on outstanding punch items until resolution.Maintain accurate status updates.Coordinate completion documentation.Close punch lists after verification of completion.Identify recurring issues and communicate trends to Operations leadership.2) Delivery ticket AdministrationManage all delivery documentation including:Printing daily delivery batches.Tracking returned delivery tickets.Reviewing documentation for completeness.Updating ticket status.Closing completed delivery tickets.Scanning and maintaining electronic records.Supporting billing readiness by ensuring complete documentation.3) Scheduling SupportProvide backup support to Logistics Scheduling including:Assisting with General Delivery scheduling.Scheduling received-not-delivered product.Coordinating rental equipment needs.Updating manpower schedules as directed.Communicating schedule changes.4) Customer & Internal CommunicationServe as an administrative liaison between:SalesProject ManagersWarehouseInstall TeamsCustomer ServiceLogisticsResponsibilities include:Responding to requests promptly.Communicating delivery updates.Following up on outstanding documentation.Coordinating operational information.Escalating issues requiring management attention.5) Operational reporting & Continuous ImprovementAssist Operations leadership by:Maintaining punch list metrics.Tracking delivery completion trends.Identifying recurring operational issues.Supporting continuous improvement initiatives.Assisting with KPI reporting.Excellent organizational skills.Strong attention to detail.Ability to manage multiple priorities.Strong customer service mindset.Excellent written and verbal communication.Strong follow-up skills.Ability to work independently.Ability to collaborate across departments.Intermediate Microsoft Office proficiency.Experience with ERP systems (Hedberg preferred).Ability to identify process improvement opportunities.Ability to manage multiple priorities in fast-paced jobsite environmentsStrong attention to detail and commitment to qualityEducation / ExperienceEducationHigh school diploma or equivalent required.Experience2–4 years administrative experience.Operations, logistics, or project support experience preferred.Furniture dealership experience preferred.Experience supporting multiple departments.Work Environment & Physical RequirementsPrimarily office environment.Frequent interaction with warehouse and operations personnel.Occasional warehouse visits to verify documentation or delivery information.Standard office equipment required.