Administrative & Operations Specialist

The Administrative & Operations Specialist is a central operational support role responsible for coordinating customer communication, project execution, administrative processes, and production planning activities. This position serves as a key point of contact between customers, internal teams, subcontractors, and executive leadership to ensure projects move forward accurately, efficiently, and professionally.The role also provides direct administrative support to executive leadership and assists with system usage, compliance tracking, and internal coordination. A high level of organization, discretion, responsiveness, and attention to detail is required.Core ResponsibilitiesCustomer & Project CoordinationServe as the primary point of contact for customers with active, scheduled, or completed projectsCommunicate project status, scheduling changes, and service updates clearly and proactivelyDocument, manage, and resolve customer inquiries or issues through to completion, coordinating internally as neededMaintain a high standard of professionalism and represent the company positively at all timesProduction Planning & Project TrackingCoordinate and track project schedules, deliveries, materials, and changes as projects evolveMaintain job boards, tracking systems, and complete project documentation to ensure visibility across active workCreate, organize, and maintain accurate project folders and recordsSupport job-level reporting (including P&L tracking) in coordination with Accounting & FinanceVendor, Subcontractor & Compliance SupportManage vendor and subcontractor compliance requirements, including COIs, lien releases, and required documentationRequest, track, process, and distribute COIs and lien releases for customers, vendors, and subcontractorsEnsure all subcontractor documentation is complete prior to project startAssist subcontractors with logistics, scheduling updates, directions, and issue resolution as neededAdministrative & Financial SupportProcess and document cash transactions accurately; reconcile ledgers and prepare bank depositsHandle administrative mail, check documentation, and notarized documents as requiredMaintain organized records and ensure timely coordination with AccountingProvide general administrative support to ensure smooth daily operationsAsset, Fleet & Facility CoordinationCoordinate job site resources, rentals, dumpsters, and equipment delivery, service, and call-offsAdminister fleet and asset records, including registrations, renewals, maintenance tracking, and insurance claimsCoordinate service requests for shop, job site, and field equipmentMaintain office and job site waste and recycling services as requiredSystems & Process Support (NetSuite)Serve as an administrative super-user for NetSuite, supporting onboarding, training, and troubleshootingAssist with system adoption, process standardization, and continuous improvementAct as a resource for administrative and operational process questions related to system usageExecutive & HR Administrative SupportProvide direct administrative support to executive leadership, including scheduling, document preparation, and follow-upSupport HR administrative tasks such as workers’ compensation tracking and accident documentationHandle sensitive and confidential information with discretion and professionalismCoordinate meetings, prepare materials, and track follow-up items for leadership initiatives and special projectsPerformance ExpectationsSuccess in this role is measured by:Professional and timely customer communicationAccuracy and timeliness of administrative, financial, and documentation tasksOrganization and completeness of project recordsOwnership and follow-through on assigned responsibilitiesEffective coordination across departments, vendors, and leadershipDiscretion, reliability, and professionalism in executive and HR support dutiesRequired Skills & CompetenciesStrong customer service and conflict-resolution skillsExcellent organizational and time-management abilitiesHigh attention to detail and accuracyAbility to manage multiple priorities in a fast-paced environmentStrong written and verbal communication skillsProactive problem-solving mindsetAbility to work independently and take ownership of responsibilitiesComfortable handling confidential informationProficiency with administrative systems and willingness to learn new softwareBilingual preferred but not requiredPhysical Requirements • Ability to stand and walk on the production floor for extended periods throughout the day • Ability to bend, kneel, stoop, and reach as needed to inspect materials and finished products • Frequent use of hands for handling documents • Ability to safely navigate a manufacturing and warehouse environmentWork Environment• Split work environment between office setting and active production floor• Regular exposure to manufacturing conditions, including noise, dust, and varying temperatures• Required use of personal protective equipment (PPE) while on the production floor• Fast-paced environment with frequent movement between departmentsComputer & Office Requirements• Prolonged periods of sitting at a desk and working on a computer• Frequent use of ERP systems, spreadsheets, and reporting tools• Ability to enter, review, and analyze data with a high level of accuracy• Regular communication via email, phone, and internal systemsVisual & Mental Demands• Strong visual attention to detail • Ability to read and interpret job specifications documentation• Ability to manage multiple tasks, shifting priorities, and deadlines• Strong focus and decision-making in a fast-paced operational settingMonday - Friday 8am -5pm with a 1hour lunch