Operations Support Specialist

 

 

Title: Operations Support Specialist

Company: Loenbro, LLC Location: Phoenix, Arizona Department: Operations / Production Reports To: Operations Manager / Production Manager Employment Type: Full-Time FLSA Classification: Non-Exempt (Hourly) 

 

Job Summary

This is a combined role responsible for managing shipping and receiving operations, providing production administrative support, maintaining document control systems, and preparing analytical reports and presentations for senior leadership. The ideal candidate is a detail-oriented professional who thrives in a fast-paced manufacturing or production environment, can manage multiple priorities, communicates effectively with all levels of the organization including directors and executives, and ensures accuracy and compliance across all documentation and logistics functions.

 

About Loenbro

Loenbro is a trusted, long-term construction lifecycle partner to thousands of customers across the U.S. Our service offerings include Critical Electrical, Mechanical & Structural, Soft Crafts, Inspection, Underground Maintenance and Installation, and Fabrication, and our vertical market focus spans all industries. Our expertise lies in simplifying the complex, so that our clients gain clarity and control in construction and maintenance. We do this by taking full ownership on every interaction, delivering multi-scope project excellence, and establishing long-standing relationships with our partners as we enhance and maintain your critical infrastructure.

 

Essential Job Responsibilities

Shipping & Receiving:

· Coordinate and process all incoming and outgoing shipments, including verifying contents against purchase orders, packing slips, and bills of lading.

· Prepare shipping documents (BOLs, customs paperwork, commercial invoices) and schedule carrier pickups with freight companies and couriers.

· Update project folders with necessary Information.

· Report defects and initiate return merchandise authorizations (RMAs) as needed.

· Maintain accurate inventory records using ERP/WMS systems; perform cycle counts and assist with annual physical inventory audits.

· Coordinate with production, purchasing, and customer service teams to ensure on-time delivery and resolve shipment discrepancies.

 

 

Production Administration:

· Provide administrative support to the production/manufacturing team, including data entry, scheduling, and report generation.

· Create, update, and distribute daily and weekly production schedules, work orders, and job travelers.

· Communicate weekly safety tool box talks subjects

· Track and report production metrics including output quantities, downtime, scrap rates, and labor hours.

· Prepare and maintain production-related reports for management, including shift summaries, efficiency reports, and KPI dashboards.

· Process production paperwork including time sheets, overtime authorizations, and production completion records.

· Support continuous improvement initiatives by collecting and organizing data for process analysis.

Document Control:

· Manage the creation, revision, distribution, and archival of controlled documents including SOPs, work instructions, quality manuals, and technical specifications.

· Maintain the electronic document management system (EDMS/DMS), ensuring all documents are current, properly indexed, and accessible to authorized personnel.

· Process Engineering Change Orders (ECOs) and Engineering Change Notices (ECNs), routing them for review and approval per established workflows.

· Ensure compliance with document control standards such as ISO 9001, AS9100, FDA 21 CFR Part 11, or other applicable regulatory frameworks.

· Conduct periodic audits of controlled documents to verify accuracy, version control, and proper retention in accordance with company policies.

· Coordinate with quality assurance, engineering, and production departments to ensure documents reflect current processes and specifications.

· Train employees on document control procedures, revision protocols, and proper use of the document management system.

· Maintain document logs, master lists, and distribution records; generate reports on document status and compliance metrics.

Management Reporting & Executive Communications:

· Prepare, compile, and deliver weekly, monthly, and quarterly operational reports for directors, VPs, and senior leadership, including production output summaries, shipping performance metrics, and document compliance dashboards.

· Create professional presentations (PowerPoint/Google Slides) summarizing departmental performance, cost analyses, and continuous improvement project outcomes for leadership review.

· Collaborate with finance, quality, and engineering teams to gather cross-functional data and produce integrated reports that support strategic decision-making.

· Respond to ad-hoc data requests from senior management, providing timely and accurate information to support business planning, audits, and customer inquiries.

· Track and report on corrective action effectiveness, supplier performance scorecards, and regulatory compliance status to ensure leadership has visibility into risk areas.

Other duties may be assigned as needed to support business operations.

 

Minimum Qualifications

Required:

· High school diploma or GED required.

· Minimum 2–4 years of combined experience in shipping/receiving, production support, and/or document control within a manufacturing or production environment.

· Demonstrated experience preparing reports, dashboards, and presentations for director-level and above audiences.

· Experience with ERP systems (SAP, Oracle, Microsoft Dynamics, or equivalent) and document management systems.

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); advanced Excel skills (pivot tables, VLOOKUP, charts, data visualization) required.

· Excellent written and verbal communication skills; confident presenting information to directors, VPs, and senior executives.

· Keen attention to detail and a commitment to accuracy in all documentation and data entry tasks.

Preferred:

· Associate’s or Bachelor’s degree in Business Administration, Supply Chain Management, or related field.

· Working knowledge of quality management systems (ISO 9001, AS9100, GMP) and document control best practices.

· Familiarity with shipping/logistics software, carrier systems (UPS WorldShip, FedEx Ship Manager), and freight rate negotiation.

· Prior experience in aerospace, automotive, pharmaceutical, or general manufacturing industries.

· Forklift certification (training may be provided).

 

 

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

 

Work Environment:

· Combination of office/administrative setting and warehouse/production floor environment.

· Potential exposure to dust, chemicals, or other environmental factors common in manufacturing.

· Extended periods of standing, walking, bending, and reaching during shipping/receiving operations.

· Manual dexterity sufficient to operate computers, scanners, label printers, and material handling equipment.

This role requires compliance with all applicable safety regulations, personal protective equipment (PPE) requirements, and Loenbro’s Environmental Health and Safety (EH&S) policies.

 

Benefits

Loenbro offers a competitive salary, comprehensive benefits package, and rewards to those who join our team:

· Medical, dental, and vision insurance

· 401(k) retirement plan with company match

· Paid time off (PTO) and holiday pay

· Life and disability insurance

· Professional development and training opportunities

· Employee assistance program (EAP)

Benefits eligibility may vary based on employment classification and hours worked.

 

Our Core Values

LEAD with Values:

· Live with Integrity – We do the right thing and do what we say, in every Interaction - and practice stewardship to care for the communities where we live & work.

· Exceed Expectations – We anticipate customer needs, deliver innovative solutions, and dedicate ourselves to creating outcomes that make a real difference.

· Act with Urgency – We take action, adapt seamlessly, and keep projects moving without compromising quality - because our customers priorities are our priorities.

· Deliver Excellence – We combine our passion for quality, our industry expertise, and our eye for innovation to make excellence our standard.

Guided by core values, grounded in grit and a commitment to excellence, Loenbro maintains and enhances the industrial infrastructure that betters our families, customers, and local communities.

 

Loenbro is an Equal Opportunity Employer.