Operations Administrative Assistant

Operations Administrative Assistant

The Operations Administrative Assistant provides administrative, coordination, and reporting support to the Vice President of Operations and the Operations team at Hi-Lite's Watertown, New York location. This position serves as a central point of contact between the Vice President of Operations, division leadership, field supervisors, and support departments, helping keep daily operations organized, documented, and moving efficiently.

The ideal candidate is a highly organized, dependable administrative professional with a strong understanding of office administration, scheduling, and recordkeeping, and who is comfortable supporting a fast-paced field operations environment. Experience in construction, roadway services, or another field-based industry is strongly preferred.

Essential Functions

Executive & Operations Support

• Provide day-to-day administrative support to the Vice President of Operations, including calendar management, scheduling, meeting coordination, and correspondence.
• Prepare, edit, and distribute reports, presentations, memos, and other documents as directed.
• Serve as a liaison between the Vice President of Operations, division managers, superintendents, and other departments.
• Screen and route incoming calls, emails, and requests, and follow up to ensure timely resolution.
• Handle confidential and sensitive information with discretion and professionalism.
• Assist in the daily review of time sheets and ensure the foremen and superintendents sign off on them by the end of each day.
• Prepare all paperwork for employee badging in conjunction with the project management team.

Field Operations Administration

• Assist with maintaining crew, equipment, and project schedules in coordination with division managers and superintendents.
• Collect, review, and track daily reports, job documentation, and field paperwork submitted by crews and superintendents.
• Follow up with field supervisors on missing, incomplete, or late timecards and approval.

Payroll, Reporting & Data Management

• Assist with collecting, reviewing, and submitting crew timesheets and related payroll information to Payroll on schedule.
• Maintain trackers, logs, and spreadsheets related to crews, projects, equipment, and operational activity.
• Prepare weekly and monthly operational reports and data summaries for the Vice President of Operations.
• Enter and update data accurately in company systems and databases.
• Support Finance with operations-related documentation, such as expense reports, invoicing backup, and project cost information, as requested.
• Maintain organized electronic and paper filing systems in accordance with company policies.

Cross-Department Coordination & Office Support

• Partner with Human Resources to coordinate new hire paperwork, onboarding steps, and employee documentation for operations personnel.
• Coordinate with Project Management & Estimation, Business Development, Purchasing, and other departments to support project start-up and ongoing operations.
• Assist with scheduling and coordinating operations meetings, training sessions, and safety meetings.
• Maintain office supplies, equipment, and general office organization for the Watertown, NY Office
• Greet and assist visitors, vendors, and employees in a professional manner.
• Perform other administrative duties as assigned by the Vice President of Operations.

Required Skills

• High school diploma or equivalent required; associate degree or additional coursework in business administration preferred.
• Two or more years of administrative assistant, office administration, or operations support experience required.
• Experience in construction, roadway services, or another field-based industry strongly preferred.
• Proficiency with Microsoft Office, including Outlook, Word, and Excel; experience with PowerPoint, Teams, and timekeeping or ERP systems preferred.
• Strong organizational, scheduling, and time-management skills with the ability to prioritize competing demands.
• Excellent written and verbal communication skills, with the ability to work effectively with executives, field supervisors, and crew members.
• Strong attention to detail and accuracy in data entry, reporting, and recordkeeping.
• Ability to maintain confidentiality, exercise sound judgment, and work independently in a fast-paced environment.
• Valid driver's license and reliable transportation preferred.