Operations Administrator

Operations Administrator

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.

Education, Certification, and Experience

1. Bachelor's degree in a business-related field preferred, or a minimum of 5 years of management experience
2. Must be at least 18 years old
3. Strong, consistent work history

Skills, Knowledge, and Abilities

1. Extensive background in operations management
2. Strong computer skills and proficiency in Microsoft Office
3. Excellent verbal and written communication skills
4. Ability to perform calculations using geometry and formulas (e.g., calculating areas, converting acres to square yards)
5. Ability to work independently with minimal supervision and adapt quickly to changing priorities
6. Excellent time management, organizational, and communication skills
7. Strong customer service and professional phone etiquette
8. Ability to interact professionally and fairly with customers and vendors as a company representative
9. Experience maintaining standardized and functional filing systems (customer, vendor, project files)
10. Strong people management skills with an openness to direction and commitment to task completion
11. Ability to thrive in a fast-paced work environment
12. Comfort with learning and using a variety of software programs
13. Self-starter who proactively identifies opportunities for improvement and communicates ideas to leadership
14. Highly organized and detail-oriented
15. Ability to work effectively and collaboratively with other employees
16. 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

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

1. Perform light bookkeeping, including invoicing, expense coding, bill entry, and deposit entry
2. Complete certified payroll reporting
3. Track and order office supplies
4. Track, schedule, and maintain vehicle maintenance records
5. Register company vehicles
6. Identify opportunities to reduce operational costs and increase revenue
7. Complete new order processing and setup following company procedures
8. Complete project forms (e.g., submittals, subcontracts) in accordance with company guidelines
9. Review work order lists daily and contact non-maintenance customers to promote maintenance services
10. Order construction materials as needed
11. Work with vendors to secure optimal pricing and support profitability
12. Schedule material deliveries to project sites
13. Manage and oversee the company's safety program
14. Ensure workplace safety compliance
15. Conduct monthly safety meetings
16. Maintain safety supplies and materials
17. Ensure compliance with partnership safety programs (e.g., NMUCA/OSHA or similar programs)
18. Maintain all required safety documentation
19. Conduct tailgate meetings
20. Perform jobsite inspections to verify adherence to safety standards
21. Participate in regular meetings with leadership regarding fiscal planning and forecasting
22. Perform other related duties as assigned