Operations Administrative Coordinator

Clementine's Ice Cream; St. Louis (MO); On-site; USD 21,000 - 34,000; Full time

Job summary

Clementine's Ice Cream in St. Louis, MO is seeking an Operations Administrative Coordinator to support the Milkhouse’s day-to-day activities on-site.

You’ll be the key liaison across departments, handling administrative tasks, documentation, and production support. You will manage orders, labels, data entry, reporting, and meeting coordination while upholding accuracy, confidentiality, and strong customer service for guests and vendors.

Qualifications

• Associate's degree in business administration, operations, 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.

Responsibilities

• Provide administrative support to operations leadership team.
• Support daily production activities, schedules, documentation, reporting, and communication.
• Primary contact for Milkhouse guests, contractors, and onboarding.
• Organize and maintain physical and electronic filing systems.
• Manage incoming communications and direct inquiries appropriately.
• Track customer, wholesale, grocery and internal orders; validate details and quantities.
• Print and verify product labels and other production materials.
• Support production, maintenance, and sanitation work orders and record keeping.
• Assist with other operational priorities as needed.
• Generate regular reports and dashboards for management review.
• Collect, verify, and maintain operational data; monitor key metrics.
• Assist QA with routine documentation and traceability records.
• Prepare meeting agendas, take minutes, and distribute follow-up items.
• Coordinate cross-functional communication between departments.
• Serve as a point of contact for internal and external stakeholders.

Skills

Administrative support

Operations coordination

Data reporting

Customer service

Education

Associate's degree in business administration

Tools

Microsoft Office

Excel

Outlook

PowerPoint

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.