Administrative Operation Specialist
2 days ago
Rugby Architectural Building Products is a wholesale distributor of specialty building products, operating out of 26 branches throughout the United States. Our primary business is non-structural architectural grade building products sold principally to customers who create and produce end-products for the commercial, industrial, retail, residential and institutional markets.
Are you an organized, detail-oriented multitasker with a passion for operational excellence?
We're looking for an Administrative Operations Specialist who can keep things running smoothly behind the scenes-handling day-to-day office functions, supporting production workflows, and ensuring the details never slip through the cracks.
Position Summary:
This role plays a key part in both front-office operations and production-related activities. Reporting directly to the Operations Manager, the Administrative Operations Specialist is responsible for supporting daily office tasks, processing production updates, and managing internal communications across departments. The ideal candidate is resourceful, dependable, and detail driven.
Schedule: Monday - Friday 5 a.m. to 1:30 p.m.
Key Responsibilities:
Production & Workflow Support
- Enter completed work into the system daily and ensure all records are accurate
- Monitor and update timelines for projects that are behind schedule
- Work with team leads to resolve inventory shortages, damaged units, or returned items
- Print and distribute job sheets to the appropriate team members
- Verify that physical inventory matches digital records; assist with monthly counts
- Review production activity and report on any discrepancies or delays
- Attend daily briefings to share updates on project timelines, reworks, and task completions
- Greet visitors and direct them appropriately
- Answer incoming phone calls and assist customers or vendors with inquiries
- Maintain accurate records using spreadsheets, databases, and internal systems
- Support the development of process documents and tools to improve productivity
- Keep office supplies stocked and assist with basic facility needs
- Provide general administrative help as requested, including special projects and reporting
- 1-3 years of experience in an administrative or production-support role
- Strong computer skills, especially in Microsoft Excel and Word
- Ability to juggle multiple responsibilities with accuracy and professionalism
- Excellent communication and interpersonal skills
- High attention to detail and strong follow-through
- Familiarity with CRM or inventory systems is a plus
- Comfortable working both at a desk and occasionally on the production floor
- Bilingual is preferred but not required
- Monday through Friday schedule - no nights or weekends
- Medical, Dental, and Vision insurance options
- Disability and Life Insurance
- 401(k) plans with both Traditional & Roth options
- Paid Time Off and holidays
- A friendly, team-oriented work culture
If you possess these skills and are ready to contribute to our success, we want to hear from you
At Rugby, our goal is to lead the industry We will accomplish this goal by creating an environment where each team member is challenged to achieve their personal best using their talent, together building a community based on our values of Fairness, Commitment to Excellence, and maintaining Rugby as a Performance Meritocracy.
Our primary product lines, nationwide, include hardwood lumber, veneer, plywood, millwork, and cabinetry. Sales; territory sales; industrial sales; business to business; B2B sales; business development; hardwood; lumber sales; territory management; territory sales representative; outside sales representative; Sales; outside sales representative; outside sales rep; outside sales; marketing; sales manager; construction sales representative; building materials sales; millwork sales; territory manager
ADENTRA and each of its flagship brands is an equal opportunity employer and is dedicated to creating an inclusive environment, welcoming applicants from all backgrounds, experiences, and perspectives. As part of our hiring process, candidates may be required to undergo pre-employment drug testing and background checks unless prohibited by state or local law.
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