Operations Administrator

Operations Administrator

Position Description & Responsibilities

Basic Function

The Operations Administrator is responsible for planning, directing, and coordinating the day-to-day operations of the organization. This role ensures the company meets its operational vision and financial objectives by implementing standards of performance, safety policies, and internal procedures, and making necessary adjustments to support efficiency and organizational success.

Job Requirements

Education, Certification, and Experience

Bachelor’s degree in a business-related field preferred, or a minimum of 5 years of management experience

Must be at least 18 years old

Strong, consistent work history

Skills, Knowledge, and Abilities

Extensive background in operations management

Strong computer skills and proficiency in Microsoft Office

Excellent verbal and written communication skills

Ability to perform calculations using geometry and formulas (e.g., calculating areas, converting acres to square yards)

Ability to work independently with minimal supervision and adapt quickly to changing priorities

Excellent time management, organizational, and communication skills

Strong customer service and professional phone etiquette

Ability to interact professionally and fairly with customers and vendors as a company representative

Experience maintaining standardized and functional filing systems (customer, vendor, project files)

Strong people management skills with an openness to direction and commitment to task completion

Ability to thrive in a fast-paced work environment

Comfort with learning and using a variety of software programs

Self-starter who proactively identifies opportunities for improvement and communicates ideas to leadership

Highly organized and detail-oriented

Ability to work effectively and collaboratively with other employees

Ability to maintain positive, fair, and professional interactions with customers and vendors

Physical Demands & Working Conditions

Ability to manage multiple tasks and deadlines efficiently

Ability to use a computer, calculator, phone, and other office tools

Availability to work outside standard hours when required

Must have the ability to drive and dependable transportation

Ability to sit for extended periods

Ability to work using multiple computer screens for extended periods

Responsibilities

The primary purpose of this role is to strengthen operational systems, processes, and policies to support the organization's mission. The Operations Administrator plays a key role in long-term planning and initiatives that promote operational excellence.

Principal Duties

Perform light bookkeeping, including invoicing, expense coding, bill entry, and deposit entry

Complete certified payroll reporting

Track and order office supplies

Track, schedule, and maintain vehicle maintenance records

Register company vehicles

Identify opportunities to reduce operational costs and increase revenue

Complete new order processing and setup following company procedures

Complete project forms (e.g., submittals, subcontracts) in accordance with company guidelines

Review work order lists daily and contact non-maintenance customers to promote maintenance services

Order construction materials as needed

Work with vendors to secure optimal pricing and support profitability

Schedule material deliveries to project sites

Manage and oversee the company’s safety program

Ensure workplace safety compliance

Conduct monthly safety meetings

Maintain safety supplies and materials

Ensure compliance with partnership safety programs (e.g., NMUCA / OSHA or similar programs)

Maintain all required safety documentation

Conduct tailgate meetings

Perform jobsite inspections to verify adherence to safety standards

Participate in regular meetings with leadership regarding fiscal planning and forecasting

Perform other related duties as assigned