OPERATIONS ADMINISTRATOR

Responsibilities

• Tracks and manages change orders to contracts and ensures budget compliance
• Compiles data to complete contract submittals
• Issues purchase orders in compliance with the contract budget and reconciles all invoices received against those Purchase Orders
• Affords assistance and review to departmental billing
• Works with departments to support purchasing functions including setting up material lists and placing final shipping orders
• Reviews Closed Job Report each week with team. As jobs are closed, initiates Administrative close out process
• Communicates effectively with clients in terms of invoicing, scheduling, collections etc.
• Prepares, coordinates, and maintains vendor information and tracking
• Sets up time approval to HR
• Reviews schedules each week with Production team to be familiar with Work In Process (WIP)
• Enters information as necessary into data systems including Aspire
• Manages subcontractor compliance requirements, including certificates of insurance (COIs)
• Oversees departmental workflow processes to ensure efficiency and accuracy
• Collaborates with the sales team to process and reconcile change orders
• Coordinates weekly material procurement for both internal operations and external projects
• Prepares job reporting and assists with project forecasting
• Captures 811 utility locate requests for active projects
• Performs inventory reconciliation across multiple departments
• Facilitates communication between field operations and sales teams regarding change orders and ensures accurate reconciliation of all COs

Qualifications

• High school diploma or equivalent
• At least 2 years of experience in an administrative position
• Strong communication skills with a positive attitude
• Ability to work well in a fast-paced environment where time-sensitive tasks are the norm
• Ability to maintain confidential information
• Proficient in Excel, Microsoft Word, and basic computer functions
• Multitasker and able to prioritize

Benefits

• 401K plan with partial match
• Paid Time Off to include Vacation and Sick
• Dental, Vision, Disability and many more supplemental insurances
• Health insurance package