Operations Administrator

Job Description

Who We Are:

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GMB Powerline Services is part of CMAK Energy Group, a family-owned group based in West Virginia. We provide planned utility construction, maintenance, and storm response services. Our IBEW crews deploy from regional hubs spanning the Gulf Coast, Northeast, Midwest, and beyond to build, maintain, and rapidly restore power infrastructure with uncompromising safety and quality. Committed to operational excellence, we’re growing our fleet and workforce while prioritizing a safer, more reliable energy grid. Join our tight-knit, union-proud team and help power progress in every community we serve.

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Position Summary:

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The Operations Administrator provides administrative support to the Operations Department and assists with the coordination of daily project activity, records, communication, and reporting. This position works with field and office teams to help maintain accurate information, support project needs, and ensure routine administrative processes are completed in an organized and timely manner. The role supports day work projects and general operations by helping manage documentation, schedules, time-related records, and communication between departments.

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Key Responsibilities:

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Timekeeping, Timeboards & Payroll Support

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• Prepare, review, verify, and maintain daily timeboards, timesheets, crew hour records, employee hours, equipment hours, job coding, schedules, project locations, and supporting documentation for day work projects.
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• Ensure timekeeping records are complete, accurate, approved, and submitted according to required deadlines.
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• Assist payroll by reviewing time entries, confirming approvals, researching discrepancies, and gathering missing information from supervisors or field teams.
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• Follow up on questions related to overtime, missing punches, schedule changes, job coding, per diem, travel time, and other payroll-related items as needed.
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Hour Reporting, Job Costing & Operational Tracking

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• Track, organize, and report labor hours, crew activity, daily production information, schedule changes, equipment usage, job cost details, and project updates.
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• Prepare routine reports to support operations leadership, billing, budgeting, project oversight, and customer or utility reporting needs.
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Project Administration & Documentation

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• Maintain accurate records for active and completed projects, including timekeeping documents, daily reports, service records, work orders, purchase orders, project files, correspondence, approvals, and closeout materials.
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• Organize and update shared files, spreadsheets, trackers, and project documentation so information is easy to locate and audit-ready.
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Operations Team Support

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• Provide administrative support to operations leaders, project managers, field supervisors, foremen, and other team members.
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• Assist with coordinating schedules, project needs, document collection, meeting follow-up, supply requests, and day-to-day operational communication.
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Field, Crew & Schedule Coordination

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• Assist with crew schedule updates, standby or weekend staffing information, project mobilization details, onboarding coordination, travel or lodging communication, and badge or site access information.
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• Help identify missing, late, or inconsistent time and schedule information and follow up promptly with the appropriate team members.
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Communication & Cross-Functional Coordination

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• Communicate regularly with payroll, HR, safety, fleet, accounting, field supervision, and operations leadership to resolve questions related to hours, schedules, staffing, documentation, approvals, and project reporting.
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• Serve as an administrative point of contact for operations-related questions and help route issues to the appropriate person or department.
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Compliance, Records & Process Support

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• Support accurate recordkeeping, file organization, document retention, customer or utility reporting requirements, internal procedures, and audit readiness.
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• Assist with process improvements related to timekeeping, payroll coordination, reporting, file organization, and operational administration.
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Other:

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• Perform other duties as assigned to support departmental and organizational goals, including tasks outside of the primary job function as operational needs evolve.
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Qualifications

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Required:

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• High school diploma or equivalent required.
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• Prior administrative, operations support, payroll support, timekeeping, or project coordination experience required.
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• Strong attention to detail and ability to review hours, schedules, and documentation for accuracy.
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• Ability to communicate professionally with field crews, supervisors, managers, payroll, and other internal teams.
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• Ability to manage multiple priorities, meet deadlines, and follow up on missing or incomplete information in a timely manner.
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• Proficiency with Microsoft Office, email, shared files, spreadsheets, and general computer-based recordkeeping systems.
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Preferred:

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• Experience in utility construction, line work, energy, storm restoration, construction services, or field-based operations preferred.
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• Experience working with timekeeping, payroll, certified payroll, union labor records, or job-cost reporting preferred.
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• Familiarity with crew schedules, daily reports, work orders, equipment tracking, or customer/utility documentation requirements preferred.
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• Associate degree, administrative certification, or related coursework preferred but not required.
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Technical Skills & Competencies

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• Timekeeping and timesheet review
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• Payroll coordination and discrepancy resolution
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• Hour tracking, reporting, and schedule verification
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• Strong organization, follow-through, and document control
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• Microsoft Excel, Outlook, Teams, and shared file management
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• Professional communication with field and office teams
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• Ability to work in a fast-paced environment with changing operational priorities
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Job Type: Full-Time; Hourly (Non-Exempt); Overtime Eligible

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Benefits:

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• Paid Time Off
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• Paid Holidays
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• Health Insurance Options
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• Voluntary Benefit Options
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• 401(k) Plans
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Physical & Travel Requirements:

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This role may require occasional travel to project sites, field offices, utility partner locations, or corporate offices to support operational needs. Travel may include periodic short-notice support during storm, emergency response, or high-volume project activity. A valid driver’s license and ability to travel by vehicle may be required.

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The position is primarily administrative and computer-based but may include periodic field or site visits. Candidates must be able to sit for extended periods, work at a computer, communicate effectively by phone, email, and video, and occasionally stand, walk, climb stairs, and wear required PPE when visiting active work locations. Ability to lift up to 25 pounds occasionally is required.

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Storm Duty & Operational Support Requirement

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As a company supporting critical infrastructure and emergency response operations, all employees share a responsibility to support storm restoration and emergency response efforts when activated. Storm duty may require extended hours, travel to affected areas, and temporary reassignment of duties to meet operational needs. While on storm duty, employees may be required to assist in functions outside of their regular role or department to support restoration, logistics, safety, or administrative efforts. Flexibility, teamwork, and a willingness to respond where needed are essential components of employment.

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Schedule:

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• Varies Due to Nature of Industry (M-F)
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• Weekend Hours as required
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