Operations Administrator

Position Description & Responsibilities

Basic Function

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

• 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.

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