Operations Administrative Assistant

Purpose

Position will independently and collaboratively provide a full range of administrative, clerical and office support, assist with facilities coordination, and provide support for projects, ensuring efficient and effective operations.  

Essential Duties

Administration 

• Making and maintaining filing system.
• • Data on all invoices, contracts, equipment spec sheets, facility building plans.
• Maintains Supplies.
• Assist with compliance and regulatory inspections and reporting. 
• Scheduling meetings and taking meeting minutes. 

Project Support 

• Support operations tickets including follow-up on timelines and deliverables.
• • Working with subcontractors and operations labor 
  • Being liaison between departments 

Coordinating and Expediting Operations Team

• Managing and maintaining operations ticketing system.
• • Making daily schedules of requests for operations team. 
• Timecards 
• • Ensuring all timecards are filled out and vacations requests are approved. 

Compliance and Reporting 

• Ensure compliance with all state and federal regulations.  

• Ensure that workflow and work procedures are documented and that appropriate controls and audit are in place to ensure data and processing integrity.

Supervision

• Works under the Operations Manager 
• This person does not supervise others.  

Job Qualifications

Work Experience

• A minimum of 2 years of experience working in an administrative capacity.
• Microsoft Suite: Xcel, Word and Powerpoint.
• Google Mail, Google Docs 
• Experience working in a fast-paced, rapidly changing environment. 
• Construction, Engineering or Maintenance Admin Experience is not required but is preferred. 
• Valid ID, Must be able to pass a background check and all requirements 
• Starting pay rate 18.00/HR or higher DOE.

Education

• High School Diploma or equivalent.

Proven success in the following job competencies

• Solid Organization and time management capabilities 
• Strong attention to detail. 
• Strong Oral and written communication capabilities 
• Ability to work with team members, vendors, and agencies to produce results
• Ability to work independently with at times little supervision 

Working Conditions 

• Able to use a computer for extended periods of time.
• Able to move about a typical office, manufacturing, warehouse, or retail environment.
• Able to perform general office managerial and administrative activities.
• Able to lift and move up to 25 pounds occasionally.
• Regular and on-time attendance.

Note:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed above are representative of the knowledge, skill, and/or ability required and are not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with this job.