Operations Administrative Coordinator

Clementine; St. Louis (MO); On-site; USD 25,000 - 34,000; Full time

Job summary

Clementine is seeking an Operations Administrative Coordinator to support daily functions at Milkhouse. You will coordinate administrative tasks, maintain records, and assist leadership with critical processes inside a fast-paced environment.

Your role includes handling onboarding, scheduling, data entry, and cross-department communication to ensure accurate information and smooth operations.

Qualifications

• Associate degree preferred; related work exp acceptable.
• 2–5 years in admin/ops or office coordination.
• Strong written and verbal communication abilities.

Responsibilities

• Provide administrative support to operations leadership.
• Assist with daily production activities, schedules, and reporting.
• Be primary contact for Milkhouse guests, contractors, onboarding.
• Organize physical and electronic filing systems.
• Manage communications and direct inquiries.

Skills

Strong organizational skills

Time management

Excellent written & verbal comms

Attention to detail

Customer service mindset

Problem solving

Multitasking

Confidentiality

Remote collaboration

Education

Associate's degree in business administration or related field

Tools

Microsoft Office Suite

Job description

Description

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

Requirements

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 elevate 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.