Operations Administrator

Company Overview
Tremson Corp. is a full-service, family-owned and operated land clearing, wood recycling, and mulch production company with over 40 years of experience in the industry. We take on some of the most challenging and successful projects in the Tri-State area, servicing Westchester, Putnam, Dutchess, and Fairfield counties. We pride ourselves on our commitment to quality, efficiency and reliability.

We are seeking a dynamic and highly organized Operations Administrator to join our team! In this vital role, you will serve as the backbone of our daily operations, ensuring smooth office functioning and exceptional support across departments. Your energetic approach and attention to detail will help streamline administrative processes, enhance communication, and foster a productive work environment. This paid position offers an exciting opportunity for someone with strong office management skills and a passion for providing outstanding customer service.

As we continue to grow, we are looking for a dedicated and skilled driver to join our team.

Job Overview

The Operations Administrator (OA) role is a hands-on position responsible for keeping the business organized, compliant, and running smoothly behind the scenes. This role manages day-to-day accounting in QuickBooks Online, payroll, invoicing, job tracking, and financial reporting across multiple operational divisions. The OA also oversees project documentation, fleet and insurance records, and regulatory paperwork, making sure nothing falls through the cracks.

The OA role will serve as a working supervisor working with front office staff as well as with leadership, field crews, and vendors to keep jobs moving and information accurate. The ideal candidate is practical, detail-driven, and comfortable taking ownership in a fast-paced, real-world operations environment.

Responsibilities

Leadership & Oversight (5% of time)

• Supervise Front Office staff, in event of turnover train new staff to ensure consistent customer service, record keeping , and general workflow.
• Verify tasks are completed (tickets entered, payments processed, files organized).
• Provide guidance on handling customer issues, pricing questions, and payment discrepancies.
• Act as the primary line of communication between front office operations, management, and field , as needed.
• Assist at the front desk during peak hours, absences, or customer surges.

Financial Management & QuickBooks Administration (45% of Time)

• Serve as the primary operator of QuickBooks Online for all company divisions (land clearing, recycling, mulch).
• Record and reconcile all transactions, payments, invoices, and deposits.
• Maintain detailed chart of accounts and project tracking for jobs and equipment.
• Process and submit payroll entries and employee deductions as needed.
• Prepare and process benefits payments for Union Employees
• Generate and distribute invoices to customers and contractors — track aging, follow up on overdue accounts, and manage collections.
• Reconcile bank accounts, credit cards, and petty cash weekly.
• Prepare financial summaries and cost tracking reports for management review.
• Maintain digital records for all invoices, bills, receipts, and deposits for audit readiness.

Job Documentation & Administrative Execution (40% of Time)

• Oversee creation, organization, and retention of all project documentation — proposals, work orders, permits, and closeout packages.
• Track signatures and required forms for contracts, insurance certificates, and project approvals.
• Maintain organized electronic and paper filing systems for all active and completed jobs.
• Ensure all customer, vendor, and subcontractor information is up to date in QuickBooks and shared drives.
• Prepare and maintain digital folders for each project (estimates, change orders, invoices, photos, permits, etc.).
• Support management in document preparation for regulatory compliance and site submissions.
• Maintain all fleet documentation and registration records, including:
• Tracking and processing registration renewals for all vehicles and trailers.
• Managing IRP (International Registration Plan) filings and updates.
• Administering HUT (Highway Use Tax) filings and renewals.
• Maintaining and filing all state and federal permits (DOT, NYSDMV, IFTA, etc.).
• Organizing and archiving proof of insurance, inspection records, and plate assignments.
• Monitoring expiration dates and coordinating renewals proactively to avoid lapses.
• Assisting with any other tax or compliance-related documentation tied to the trucking and equipment fleet.

Insurance & Compliance (3% of Time)

• Serve as the main point of contact for insurance agents, brokers, and auditors.
• Maintain current insurance certificates (liability, auto, workers’ comp) for company .
• Track expirations and ensure renewals or updated COIs are filed and distributed.
• Coordinate insurance-related documentation for job sites and vendors.
• Assist management in reporting claims, submitting documentation, and following up on open cases.

Purchasing, Ordering & Vendor Relations (3% of Time)

• Manage vendor accounts — maintain awareness of open POs, payments, and credit terms.
• Build and maintain relationships with key suppliers, ensuring accurate invoicing and timely deliveries.

Reporting & Recordkeeping (4% of Time)

• Maintain accurate daily and weekly logs of sales, expenses, and deposits.
• Generate reports on equipment costs, material sales, and operating expenses upon request.
• Produce financial reports related to mulch, recycling, and clearing divisions upon request

Qualifications

• Proficient with QuickBooks or QuickBooks Online required
• Proven office experience with strong organizational skills and attention to detail
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace, and basic computer literacy
• Previous experience in office management or administrative roles such in construction/contractor industry
• Previous experience/familiarity with fleet documentation, including but not limited to DOT Registrations, IRP, HUT, and IFTA management
• Ability to multitask effectively while managing time efficiently in a fast-paced environment

Join us as an Operations Administrator and be part of a vibrant team dedicated to operational excellence! Your proactive attitude and organizational prowess will make a meaningful impact on our daily success.

Job Type: Full-time

Pay: $58,250.00 - $68,850.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Vision insurance

Work Location: In person

Salary : $58,250 - $68,850