Operations Administrator

Location

Collierville - Collierville, TN 38017 US (Primary)

Career Level

Staff

Category

Administrative / Clerical

Job Type

Salaried-Exempt

Travel

This position generally requires minimal to no travel

Job Description

POSITION SUMMARY

The Operations Administrator is a vital administrative support role that ensures branch-level operational efficiency across design, fabrication, and installation of fire sprinkler systems. This individual will streamline documentation, permitting, scheduling, and administrative processes so that our technical teams-designers, fabricators, and installers-can focus on their specialties. This role bridges communication between field and office, ensuring operational cohesion and exceptional project execution.

OBJECTIVES

• Schedule, and attend design turnover meetings for projects to start the design process. This meeting occurs when a Sales Representative successfully books a contract and turns the project over to operations to begin the fulfillment process.
• Track the projects from the design turnover meeting to final inspection to help departments identify and solve any bottlenecks in the workflow.
• Process and track all design review fees, permit applications, and code enforcement documentation with appropriate agencies.
• Support Fabrication by printing and organizing stocklists, labels, and relevant production documents. Maintain accurate filing of fabrication records.
• Assist fabrication and purchasing departments with inventory tracking.
• Serve as an administrative link between Design, Fabrication, and Field, ensuring a smooth transfer of plans and materials data.
• Initiate and ensure foreman packs are created and complete on every job turned over from design to field (plans, stocklists, hydraulic placards, test papers, etc.).
• Collect, file, and organize all test documentation related to installation, including backflow preventer tests and hydrostatic test reports.
• Track and assist with scheduling AHJ field inspections, such as Above Ceiling Inspections.
• Work with Operations Manager and Superintendents to document daily tracking of field crew assignments. Assist supervisors in reviewing timecards and payroll approvals and take corrective actions before submission to HR for processing.
• Coordinate and ensure prompt delivery project closeout documentation, including As-Built drawings, Owner Operation Manuals, and Warranty Letters with the designer of record.
• Document municipality requirements and changes, with continuous development to our Standard Operating Procedures. This includes documented submittal process, inspection process, permit application process, etc.
• Initiate "contract to service" department turnover meetings with the owner where possible to get our service sales team in front of End Users to create an ITM sales opportunity for installations we perform.
• Foster collaborative relationships with the Finance, HR, and Sales teams to ensure cross-functional support.
• Provide a positive and helpful presence for field employees seeking administrative support.
• Maintain and distribute office supplies as needed for the Olive Branch facility.
• Report directly to the branch's Operations Manager.
• FIND WORK - If there is an opportunity to help the operations team from an administrative role, do it! DRIVE FOR RESULTS!

Job Requirements

COMPETENCIES

• Highly organized, detail-oriented, and process-driven.
• Excellent written and verbal communication skills.
• Proactive problem solver who can manage multiple tasks with minimal supervision.
• Proficient with Microsoft Office Suite and project documentation systems.
• Service-oriented and collaborative, with a team-first attitude.

EDUCATION AND EXPERIENCE

• Bachelor's degree in Business Administration or related field preferred but not required.
• 2+ years in an administrative role supporting construction, engineering, or field operations is preferred.
• Familiarity with permitting, AHJ coordination, and construction documentation is a plus.

COMMITMENT TO DIVERSITY

At Ironsmith Fire, we're dedicated to fostering an inclusive workplace where everyone feels valued and respected. We actively encourage applications from diverse backgrounds and believe that embracing differences enhances our team's creativity and effectiveness. Regardless of race, gender, age, religion, or other characteristics, we welcome all to join us in creating a culture where everyone can thrive.

FEATURED BENEFITS

• Employee Paid Medical Insurance
• Dental and Vision Plans
• Health Savings Account
• 401(k) tax-advantaged retirement plan
• Profit-Sharing Plan
• Company Provided Life Insurance