Administrative Operations Coordinator

Overview

Position Summary The Operations Administrator plays a critical support and coordination role across Project Management, Engineering, Production, and Executive Leadership. This position is designed to reduce administrative burden on APMs, PMs, and the Director of Operations by owning recurring operational tasks, documentation flow, KPI coordination, and front-line communications. This role is not project management, but is essential to keeping projects, departments, and leadership aligned, informed, and moving efficiently.

• Submittals & Project Documentation Support:
  Coordinate the collection, labeling, tracking, and transmittal of submittal samples on behalf of Assistant Project Managers.
• Prepare and issue submittal transmittals, sample logs, and supporting documentation in accordance with Merric standards.
• Maintain organized digital and physical records for submittals, samples, and related correspondence.
• Track submittal status and follow up internally to ensure timely processing and responses.
• Serve as an administrative extension of the APM team to keep projects moving without duplicating PM responsibilities.

• KPI & Reporting Coordination:
  Coordinate with department heads (Project Management, Engineering, Production, Shipping, Accounting) to ensure required data is collected accurately and on time.
• Compile, format, and distribute weekly, monthly, and quarterly KPI reports to ownership and executive leadership.
• Ensure consistency in reporting definitions, calculations, and presentation.
• Flag missing, inconsistent, or late data and follow up with responsible departments.
• Maintain historical KPI records for trend analysis and leadership review.

• Executive & Operations Support:
  Work closely with the Director of Operations to:
• Review, organize, and prioritize incoming emails and communications.
• Draft responses, summaries, and follow-up communications as directed.
• Help manage action items, deadlines, and cross-department follow-ups.
• Act as a coordination hub between departments to support operational flow and reduce friction.
• Assist with preparation of internal documents, meeting materials, and executive summaries.

• Front Office & Communications:
  Serve as the primary point of contact for the main inbound phone line.
• Professionally route calls to appropriate internal contacts.
• Take accurate messages and ensure timely follow-up.
• Maintain a professional, organized first impression for Merric with customers, vendors, and partners.

• This position does not manage project budgets, schedules, or contracts.
• This position does not replace or override APM or PM authority.
• This position does not supervise staff.

This role exists to support execution, not to own project outcomes.

• Strong written and verbal communication skills.
• High attention to detail and excellent organizational skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Comfortable coordinating across departments and following up as needed.
• Strong judgment, discretion, and professionalism when handling executive communications.
• Proficiency with Microsoft Office (Outlook, Excel, Word); comfort learning internal systems.
• Ability to work independently while staying aligned with leadership direction.

• 2+ years in an administrative, operations, or coordination role.
• Experience in construction, manufacturing, millwork, or related industries preferred.
• Prior exposure to submittals, transmittals, or project documentation a plus.
• Experience supporting senior leadership or executive teams preferred.

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional walking through office and production environments.
• Ability to lift up to 15 pounds as needed (samples, binders, documents).

Salary: $18.00 - $19.00 per hour