Operations Administrative Assistant

Operations Administrative Assistant
Shannelle Montoya



Position will independently and collaboratively provide a full range of administrative, clerical and office support, assist with facilities coordination, and provide support for projects, ensuring efficient and effective operations.  



Essential Duties



  • Making and maintaining filing system.
    • Data on all invoices, contracts, equipment spec sheets, facility building plans.
  • Maintains Supplies.
  • Assist with compliance and regulatory inspections and reporting.
  • Scheduling meetings and taking meeting minutes.


Project Support

  • Support operations tickets including follow-up on timelines and deliverables.
    • Working with subcontractors and operations labor
    • Being liaison between departments


Coordinating and Expediting Operations Team

  • Managing and maintaining operations ticketing system.
    • Making daily schedules of requests for operations team.
  • Timecards
    • Ensuring all timecards are filled out and vacations requests are approved.



Compliance and Reporting <This could be standard, at least for supervisor/manager positions>

  • Ensure compliance with all state and federal regulations.
  • Ensure that workflow and work procedures are documented and that appropriate controls and audit are in place to ensure data and processing integrity.





  • Works under the Operations Manager
  • This person does not supervise others.


Job Qualifications


Work Experience

  • A minimum of 2 years of experience working in Administrative capacity.
  • Microsoft Suite: Xcel, Word and Powerpoint.
  • Google Mail, Google Docs
  • Experience working in a fast-paced, rapidly changing environment.
  • Construction, Engineering or Maintenance Admin Experience is not required but is preferred.
  • Valid ID, Must be able to pass background check and all requirements


  • High School Diploma or equivalent.


Proven success in the following job competencies

  • Solid Organization and time management capabilities
  • Strong attention to detail.
  • Strong Oral and written communication capabilities
  • Ability to work with team members, vendors, and agencies to produce results
  • Ability to work independently with at times little supervision



Working Conditions


  • Able to use a computer for extended periods of time.
  • Able to move about a typical office, manufacturing, warehouse, or retail environment.
  • Able to perform general office managerial and administrative activities.
  • Able to lift and move up to 25 pounds occasionally.
  • Regular and on-time attendance.


Note:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed above are representative of the knowledge, skill, and/or ability required and are not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with this job.



We are an Equal Employment Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other status protected by applicable law.