Senior Operations Specialist

Job Description

Job Description

POSITION PURPOSE

The Senior Operations Specialist is a hands-on, execution-focused role providing advanced operational and administrative partner to the Sr. Operations Manager. This position helps coordinate complex workforce deployments, support client initiatives, improve operational processes, and ensures execution across multiple business functions.

In addition to workforce coordination responsibilities, this role provides senior-level administrative support to the Sr. Operations Manager by preparing operational reports, client-facing materials, PowerPoint presentations, meeting documentation, project updates, and other business communications. The position assists with organizing priorities, tracking action items, maintaining operational records, coordinating meetings, and supporting administrative processes that enhance efficiency for clients, employees, and internal business operations.

The role includes a mix of office-based coordination and field-based support. It involves close collaboration with human resources, safety, finance, compliance, and field leadership to ensure workers are properly onboarded, supported, and deployed in alignment with project schedules and requirements. Strong administrative discipline, attention to detail, professionalism, decision making, problem solving, and the ability to navigate systems and operational tools are essential to the success of this role.

QUALIFICATIONS

Education:

• Associate degree in Business Administration, Operations Management, Human Resources, or a related field preferred; equivalent professional experience may be considered.
• Additional coursework or training in business operations, project coordination, administrative management, or workforce management is a plus.

Experience:

• 4+years of experience in operations coordination, administrative support, workforce management, project coordination, or a related business support role required.
• Experience providing administrative support to senior leaders, managers, or operational teams in a fast-paced environment.
• Experience preparing business documents, reports, presentations, meeting materials, and client-facing communications.
• Experience supporting employee onboarding, workforce coordination, scheduling, documentation management, or operational processes preferred.
• Experience working in construction, industrial services, staffing, workforce solutions, or project-based environments preferred.

Licensure/Certification:

• Valid driver’s license with a clean driving record required.
• Professional certifications related to operations management, project coordination, administrative support, or Microsoft Office applications are preferred but not required.

Required Skills:

• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) with strong working knowledge of Microsoft 365 applications, including Teams, SharePoint, Planner, Lists, Forms, Loop, OneDrive, and Power Automate. Ability to create professional presentations, reports, dashboards, documentation, and operational workflows that support business operations and executive reporting.
• Strong organizational skills with the ability to manage multiple priorities, competing deadlines, and projects while maintaining accuracy and attention to detail.
• Excellent written and verbal communication skills with the ability to interact professionally with clients, employees, leadership, and cross-functional teams.
• Ability to prepare operational reports, presentations, meeting agendas, action items, and other business materials.
• Strong administrative discipline with the ability to maintain records, track deliverables, and support operational processes.
• Ability to handle confidential employee, client, and business information with discretion and professionalism.
• Strong problem-solving skills with the ability to identify needs, sense of urgency, recommend solutions, be adaptable, and support continuous improvement initiatives.
• Ability to work independently, anticipate operational needs, and provide proactive support to the Sr. Operations Manager.
• Ability to navigate multiple systems, databases, and operational tools while maintaining accurate documentation.
• Strong collaboration skills with the ability to influence without authority, work effectively with human resources, operations, safety, finance, and field leadership teams.

PHYSICAL DEMANDS

• Ability to perform work primarily in an office environment, including prolonged periods of sitting, standing, walking, and working at a computer or workstation.
• Ability to use hands and fingers tooperatestandard office equipment, computer keyboards, mobile devices, and other business-related tools.
• Ability to communicate effectively in person, by phone, and through electronic communication with employees, clients, vendors, and leadership.
• Ability to review, prepare, and analyze written documents, reports, presentations, and other business materials.
• Ability to occasionally lift, carry, push, or pull office materials, equipment, or supplies weighing up to 25 pounds.
• Ability to move throughout office, training, and operational areas as needed to support business activities.
• Ability to travel periodically to job sites, client locations, meetings, or operational facilities asrequired.
• Ability to workoutside-of-normal work hours when coordinating work with Manila andbased on operational needs.

WORKING CONDITIONS

• Work is primarily performed in a professional office environment with occasional exposure to operational, field, or job site environments.
• May interact with employees, clients, contractors, and field personnel in varying work environments.
• Must be able to adapt to changing priorities, manage multiple tasks, and work effectively in a fast-paced operational setting.
• Work may involve exposure to typical office conditions as well as construction, industrial, or field environments when providing operational support.
• Required to follow all company safety policies, procedures, and applicable workplaceguidelines while performing job duties.
• Occasional remote work due to scheduling conflicts or work-related travel ispermitted.
• Up to 40%travel(primarily domestic but may include occasional international travel)can be expected annually for meetings, conferences, deployments, and project mobilization/demobilization support.

ESSENTIAL JOB FUNCTIONS

Every effort has been made to make this job description as complete as possible. However, it does not state or imply that these are the only duties the incumbent will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is a logical assignment to the job.

1. Serve as a central coordination point between internal departments, clients, employees, and leadership to ensure effective communication, operational alignment, andtimelyexecution of business priorities.

1. Provide senior-level administrative and operational support to the Sr. Operations Manager, including managing administrative tasks, coordinating schedules, preparing meeting materials, tracking priorities, and supporting daily business activities.

1. Prepareexecutive-level reports, dashboards, presentations, and communications for leadership meetings, client reviews, operational updates, and strategic initiatives.

1. Format andmaintainprofessional business documents, including PowerPoint presentations, operational reports, spreadsheets, executive summaries, meeting agendas, status updates, and client-facing materials.

1. Organize andmaintaininternal systems, trackers, dashboards, and reporting tools related to TFW deployments, workforce data,logistics, compliance activities, and operational performance.

1. Coordinate and execute workforce deployments, including travel arrangements, housing coordination, onboardinglogistics, itinerary development, employee communications, and compliance tracking.

1. Source, evaluate, and negotiate with suppliers and vendors to secure quality services, competitive pricing, and reliable support for operational requirements.

1. Manage vendor relationships, performance tracking, compliance requirements, pricing information, and service documentation.

1. Assistwith the preparation and coordination of client meetings, internal meetings, and operational reviews by developing presentations, compiling data, documenting action items, and tracking follow-up activities.

1. Serve as a liaison between recruitment, operations, safety, payroll, compliance, finance, production, customer service, and field leadership teams to support workforce and businessobjectives.

1. Respond to operational challenges byidentifyingsolutions, coordinating resources, escalating issues whenappropriate, and supportingtimelyresolution of logistical or administrative concerns.

1. Attend evening calls, after-hoursmeetings, or time-sensitive operational discussions as needed to support coordination across multiple locations and time zones.

1. Travel to deployment sites, client locations, or operational facilities as needed to support worker mobilization/demobilization activities, operational coordination, and field support.

1. Support the Sr. Operations Manager inidentifyingprocess improvements, implementing new tools or workflows, and improving operational efficiency while reducing costs.

1. Prepare and analyze reports related tologisticsperformance, workforce deployment metrics, and operational trends.
   
2. Assistwith special projects, business initiatives, and administrative tasks that support companyobjectives, client requirements, employee needs, and operational success.
3. Demonstrate professional conduct,maintaincompliance with company policies, and perform all other related duties as assigned.
4. Maintain confidentiality of employee, client, vendor, and company informationin accordance withorganizational policies and procedures.
5. Perform all other related duties as assigned.

I have reviewed these job requirements and verified that I could perform this position's minimum requirements and essential functions.

Legal Disclaimer: This is not a contract of employment; job duties and responsibilities may change, and additional job duties may be requested at any time.