Operations Administrator
Role Overview The Operations Administrator is responsible for the day-to-day administrative execution of HR, bookkeeping, office operations, and procurement support. This role exists to remove administrative load from leadership and operations so the business can execute calmly and predictably while scaling rapidly. This is an execution-focused role. The Operations Administrator does not make strategic, financial, people, pricing, or sourcing decisions. Instead, this role implements approved decisions accurately, maintains clean systems, and ensures administrative work does not create noise for operations. Role Design This position includes four distinct execution lanes. Each lane has clear responsibilities and clear boundaries. The success of this role depends on maintaining those boundaries while adapting as the company grows. Lane 1: HR Administration (Execution Only) - Act as the primary administrative front door for payroll, PTO, benefits, onboarding, and HR questions - Run payroll accurately and on time - Maintain employee records, I-9s, wage verifications, and compliance documentation - Coordinate benefits enrollment, changes, and terminations - Execute approved onboarding and offboarding processes - Implement approved updates to the employee handbook and HR documentation - Maintain clean, current versions of HR documents Lane 2: Bookkeeping \& Accounting Administration - Record and categorize transactions accurately - Manage accounts payable and receivable - Perform monthly bank and credit card reconciliations - Record payroll journal entries and track labor appropriately - Prepare monthly P\&L, balance sheet, and cash flow reports - Maintain a rolling cash flow forecast - Coordinate with the company CPA on tax filings, audits, and R\&D documentation Lane 3: Office Administration \& Executive Support - Manage incoming mail, customer checks, and bank deposits - Maintain office organization, supplies, and vendor coordination - Support scheduling, document handling, and administrative follow-ups - Maintain shared drives, file organization, and document version control - Assist leadership with administrative tasks as assigned - Set up new projects administratively, including digital and physical files and accounting system setup based on approved quotes and sales orders Lane 4: Procurement \& Receiving Administration - Issue purchase orders based on approved pricing, terms, and quantities - Track open purchase orders and follow up with vendors on delivery timelines - Receive incoming materials and verify against packing slips and purchase orders - Identify shortages, overages, or discrepancies and escalate with documentation - Hand off verified materials to the shop manager or designated owner Future Role Evolution \& Split Path As the company continues to scale, this role is intentionally designed to evolve. In the near term, multiple administrative functions are consolidated to create clarity and stability. Over time, these responsibilities are expected to be split into more specialized roles. When this occurs, responsibilities will be reassigned based on business needs and individual strengths. This may result in the role narrowing in scope, specializing in a specific area, or evolving into a coordinating or supervisory position. Candidates should be comfortable with change and view role evolution as a normal and positive part of scaling a business. Measures of Success - HR and bookkeeping questions no longer reaching operations - Payroll, AP/AR, and reconciliations consistently accurate - Projects set up administratively without friction or rework - Purchase orders executed cleanly and tracked proactively - Incoming materials verified before entering the shop - Office administration quiet, predictable, and reliable - Leadership receives clean information without chasing details Ideal Candidate Profile - Highly organized, detail-oriented executor - Comfortable enforcing approved decisions without renegotiating them - Calm, professional communicator with vendors and employees - Comfortable working on-site in a fast-scaling environment - Adaptable and open to role evolution - Prefers clarity, execution, and accountability over visibility or authority Why This Role Exists This role exists to create stability now and enable scale later. When done well, administration becomes boring, predictable, and trusted, even as the company grows rapidly around it. Job Type: Full-time Pay: $50,000.00 - $65,000.00 per year Benefits: 401(k) 401(k) matching Flexible schedule Health insurance * Paid time off Work Location: In person