Operations Assistant - Marine Construction

Job Description

Job Description

Job Summary:

The Operations Assistant provides administrative, scheduling, and coordination support to the Construction Department. This position works closely with construction management and field personnel and requires familiarity with construction operations, terminology, field activities, labor and equipment coordination, and project mobilization.

This position manages calendars and meetings, maintains the HCSS Resource Planner, supports labor and equipment scheduling, coordinates routine communications, and completes administrative tasks for the Construction Department.

Duties/Responsibilities:

Administrative Support

• Provide direct administrative support to the Construction Department and department leadership as needed.
• Manage calendars, meeting invitations, schedules, reminders, and appointments for department leadership.
• Coordinate department meetings and planning sessions, including agendas, materials, action items, and follow-up.
• Draft and distribute routine emails, notices, reports, and other communications as directed.
• Maintain department files, contact lists, schedules, forms, deadlines, and outstanding items.
• Complete miscellaneous administrative assignments and handle sensitive information professionally.

HCSS Resource Planner and Scheduling Support

• Serve as the primary day-to-day administrator of the HCSS Resource Planner for Construction Operations.
• Enter and maintain labor, crew, equipment, and project assignments based on approved information.
• Maintain daily, weekly, and forward-looking schedules, including employee and equipment availability.
• Review schedules for missing information, duplicate assignments, and apparent conflicts.
• Gather resource requests and prepare the planner for weekly labor and equipment meetings.
• Update the planner after approved decisions and communicate assignments to appropriate personnel.
• Maintain notes regarding schedule changes, mobilizations, and special instructions.

Field Operations and Department Coordination

• Assist the Field Operations Manager with employee communications, scheduling notices, records, forms, and recurring administrative tasks.
• Communicate approved schedule changes caused by project needs, availability, weather, or equipment conditions.
• Prepare and distribute schedules, assignment lists, checklists, contact information, and instructions.
• Coordinate routine information among Construction Operations, Project Management, Field Operations, Equipment, Purchasing, Safety, Accounting, and Human Resources.
• Receive routine requests, gather information, route matters appropriately, and maintain related records.
• Maintain a working understanding of active construction projects, field operations, crews, equipment, mobilizations, and project needs in order to effectively support scheduling and operational coordination.

Special Projects and Process Support

• Assist Construction Department leadership with administration, vendor communication, and ordering for special assignments outside normal project processes.
• Maintain department spreadsheets, trackers, templates, checklists, and recurring reports.
• Compile labor, equipment, staffing, and assignment information for management review.
• Follow up on missing information and support approved administrative process improvements.
• Perform other related duties and special projects as assigned.

Required Skills/Abilities:

• Strong organizational, administrative, time-management, and follow-through skills.
• Ability to manage calendars, meetings, communications, schedules, and competing priorities.
• High level of accuracy, attention to detail, and sound judgment.
• Strong written and verbal communication skills, including professional emails, notices, and reports.
• Ability to work independently while supporting department leadership.
• Ability to recognize missing information, scheduling conflicts, and matters requiring attention.
• Ability to communicate effectively with office personnel, field employees, managers, and vendors.
• Ability to handle confidential information in a fast-paced construction environment.
• Strong proficiency with Microsoft Office, including Outlook, Excel, Word, Teams, and PowerPoint.
• Ability to learn and administer HCSS Resource Planner and other company systems.

Education and Experience:

• High school diploma or equivalent required; related business, construction, logistics, or operations education preferred.
• Minimum of three years of administrative, operations, scheduling, construction, or related experience preferred.
• Prior experience working in the construction industry is strongly preferred, with marine construction and/or heavy civil construction experience highly desirable.
• Candidates should have a practical understanding of construction operations, including field personnel, equipment, project scheduling, mobilization, and coordination between field and office personnel.
• Experience supporting a department leader or operations team in a construction, marine, or field-operations environment preferred.
• Experience with HCSS, resource-planning software, scheduling systems, or operational calendars preferred.

Physical Requirements:

• Prolonged sitting and computer work, including repetitive hand and finger motions; must lift up to 20 pounds.
• Occasional travel to construction, marine, yard, warehouse, and waterfront locations with uneven terrain and related hazards.