Operations Administrator

Upstate Utility Services is a utility construction company operating across New York and Pennsylvania. We are seeking a full‑time Operations Administrator to support our field operations from our Johnson City office. This position owns the administrative and compliance work that keeps our crews on the job: travel and lodging, fleet records, driver and DOT compliance, certification tracking, purchasing, and time card verification. It is a hands‑on role with a wide scope. Responsibilities Upstate Utility Services is a utility construction company operating across New York and Pennsylvania. We are seeking a full‑time Operations Administrator to support our field operations from our Johnson City office. This position owns the administrative and compliance work that keeps our crews on the job: travel and lodging, fleet records, driver and DOT compliance, certification tracking, purchasing, and time card verification. It is a hands‑on role with a wide scope. Responsibilities Arrange and manage hotel and travel accommodations for field crews working out of town, including negotiating rates with properties and vendors Maintain vehicle and equipment records, including registrations, inspections, preventive maintenance schedules, and repair history Coordinate repairs and service with vendors and track fleet costs Maintain motor carrier filings and registrations, including HUT and IFTA Administer DOT and driver compliance, including CDL onboarding, drug and alcohol testing program administration, medical cards, prior employer inquiries, and motor vehicle record checks Verify weekly time cards against GPS and telematics data and resolve discrepancies with crew leads prior to payroll Track and code employee expenses and receipts Support certified payroll and prevailing wage reporting Track employee certifications and expiration dates, and maintain records in contractor safety and prequalification platforms Issue and track purchase orders and manage office and shop supply inventory Maintain employee files and complete new hire onboarding paperwork Provide general office support, including phones, mail, filing, and correspondence Qualifications Required High school diploma or GED Two or more years of administrative, operations, dispatch, or compliance experience Strong computer proficiency and the ability to learn new software quickly Strong attention to detail, organization, and time management Professional written and verbal communication Ability to handle confidential information with discretion Valid driver's license and reliable transportation Ability to work on‑site Monday through Friday Preferred Associate's degree or higher DOT, CDL, or certification tracking compliance experience Construction, utility, trucking, or field services background Experience with fleet, telematics, or workforce management software Notary Public commission, or willingness to obtain one #J-18808-Ljbffr