Operations Administrator

Key Responsibilities

• Coordinate project startup activities following contract award.
• Set up and maintain project records and supporting documentation.
• Track project status and communicate updates to Operations, Project Managers, and Accounting.
• Serve as a primary point of coordination between internal departments and external stakeholders.
• Perform initial contract reviews to identify non-standard terms, client requirements, and provisions requiring management review.
• Absorb and prepare contracts for Director-level review by identifying sections requiring redlines or additional review.
• Aid in coordinating contract revisions and redline exchanges between customers and internal stakeholders.
• Track contract review status, revisions, approvals, and execution progress.
• Carefully coordinate signature routing and execution of contract documents.
• Maintain contract logs and ensure executed agreements are properly filed and retained.
• Support compliance with contractual requirements including insurance, safety, reporting, and customer-specific documentation requirements.
• Coordinate collection and preparation of project startup documentation.
• Aid in obtaining Certificates of Insurance (COIs), customer onboarding requirements, supplier registrations, safety documentation, project information sheets, vendor forms, and other contract-required documents.
• Verify customer requirements are satisfied prior to project mobilization.
• Track outstanding documentation requirements and follow up to ensure timely completion.
• Maintain and organize company file structures across all projects and departments.
• Ensure project folders remain accurate, complete, and consistently organized.
• Verify all required project documentation has been received, uploaded, and properly filed.
• Perform routine audits of project files to identify missing, incomplete, or outdated documentation.
• Absorb and perform document control procedures, revisions, version management, and record retention activities.
• Ensure project documentation is maintained in accordance with company standards and customer requirements.
• Aid with customer invoicing and billing preparation.
• Coordinate with Accounting to resolve billing discrepancies, missing documentation, and invoice-related issues.
• Absorb and track project billing milestones and project completion status.
• Absorb and support project closeout activities and final billing documentation requirements.
• Maintain accurate customer, project, and opportunity information within Salesforce.
• Aid in ensuring project documentation and customer communications are properly recorded in Salesforce.
• Absorb and identify and correct incomplete or inaccurate records.
• Absorb and coordinate information between Salesforce, QuickBooks, payroll systems, and project documentation to ensure consistency across business systems.
• Generate reports and assist management with project tracking and operational reporting.
• Absorb and support continuous improvement of system processes and data management practices.

Qualifications & Requirements

• High School Diploma or equivalent required.
• Associate's Degree or Bachelor's Degree in Business Administration, Project Management, Construction Management, Operations Management, or related field preferred.
• 3-7 years of Construction Project Administrator, Contract Administrator, Project Coordinator, or Operations Coordinator experience.
• Construction, electrical testing, engineering, commissioning, industrial services, or technical services industry experience preferred.
• Experience supporting Project Managers, Operations teams, or field service organizations.
• Experience reviewing contracts, purchase orders, service agreements, or subcontract agreements.
• Familiarity with document control processes and project documentation management via electronic project records and filing systems.
• Working knowledge of Salesforce CRM.
• Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook).
• Attention to detail and accuracy in recordkeeping and reporting.
• Ability to work independently as well as part of a team.
• Strong problem-solving skills and ability to adapt to changing priorities.

Benefits

• Hourly rate - $30 - $38 DOE
• Health, dental, and vision insurance
• Paid time off and holidays
• 401(k) retirement plan
• Opportunities for professional development and growth within a NETA-accredited company.