Operations Administrator

Position Overview

The Office Administrator is responsible for supporting daily office and operational activities, administrative processes, reporting, and cross‑functional coordination to ensure efficient and organized business operations. This role maintains accurate operational records and systems, supports purchasing and vendor activities, prepares reports and insights using Excel and Power BI, and works across departments to improve processes, maintain workflow, and support data‑driven decision‑making.

Primary Responsibilities

• Support daily office operations, administrative activities, and departmental coordination while adapting to changing operational priorities and business needs.
• Coordinate schedules, workflows, follow‑ups, and handoffs across teams to help ensure work is completed accurately and on time.
• Maintain and organize operational records, standard operating procedures (SOPs), reports, correspondence, and other business documentation.
• Track open items, deadlines, action items, and follow‑ups across departments to support timely completion of operational activities.
• Coordinate communication and administrative support between Operations, Supply Chain, Finance, field/site teams, vendors, contractors, and leadership.
• Support purchasing activities by processing purchase orders, invoices, purchase requests, and related documentation while maintaining accurate records.
• Maintain vendor and contractor records, including onboarding information, certifications, insurance documentation, and other required information.
• Enter, maintain, and update operational data within Microsoft Dynamics 365 or similar ERP systems, ensuring information remains accurate and current.
• Identify and assist with resolving data discrepancies within company systems and coordinate with appropriate departments regarding system or process needs.
• Prepare daily, weekly, and other recurring operational reports using Excel, Power BI, and related business systems.
• Maintain and update dashboards used to monitor operational KPIs and financial performance, including backlog, on‑time performance, utilization, and costs.
• Analyze operational information and trends to identify potential process improvements, efficiencies, and cost‑saving opportunities.
• Assist with standardizing and documenting effective processes to improve consistency across teams, projects, and operational activities.
• Support automation and reporting improvements designed to increase data accuracy and reduce manual administrative processes.
• Prepare reports, spreadsheets, dashboards, and other business information to provide leadership with clear and actionable operational insights.
• Assist with audit, compliance, safety, and other operational documentation as needed.
• Maintain confidentiality of company, employee, vendor, contractor, and customer information.
• Promote professionalism, organization, accuracy, and operational efficiency throughout the office environment.
• Perform additional duties as assigned.

Minimum Education

High school diploma or GED required; associate’s or bachelor’s degree in Business, Operations, Supply Chain, Finance, Business Administration, or a related field preferred.

Experience Required

2–4 years of experience in operations administration, coordination, office administration, or a related role.

Specific Qualifications

• Strong organizational, administrative, analytical, and multitasking skills with excellent attention to detail and accuracy.
• Ability to manage competing priorities, shifting deadlines, and cross‑functional responsibilities in a fast‑paced environment.
• Strong ownership and follow‑through with the ability to track multiple activities, teams, and deadlines.
• Strong verbal, written, interpersonal, and presentation skills.
• Strong proficiency with Microsoft Excel, including pivot tables, lookups, formulas, and other functions used for operational reporting and analysis.
• Working knowledge of Microsoft Power BI with the ability to maintain reports and dashboards.
• Experience with Microsoft Dynamics 365 or similar ERP systems for operational data entry, maintenance, and reporting.
• Strong analytical and problem‑solving skills with the ability to interpret operational data, identify trends, and communicate actionable insights.
• Ability to prepare and present operational information clearly and concisely to technical