Administrative Assistant – Operations & Special Projects

Description:

About the Role

We are a growing mid-sized company seeking a highly organized, detail-oriented Administrative Assistant to support leadership and day-to-day operations. This role is ideal for someone who thrives in a fast-paced environment, enjoys taking ownership of special projects, and can balance administrative tasks with operational support.

The Administrative Assistant will work closely with the Division Manager and operations team, playing a key role in tracking costs, maintaining compliance, supporting billing and payroll accuracy, and ensuring operational efficiency across the organization.

Requirements:

Administrative & Special Projects

• Support the Division Manager with special projects and operational initiatives
• Maintain accurate records and documentation
• Assist with quality assurance (QA) training coordination and documentation

Operations & Compliance

• Manage toll accounts and reconciliation
• Handle registrations and renewals
• Maintain and distribute current insurance cards

Financial & Reporting Support

• Review non-PO invoices (rentals, subscriptions, mechanical repairs, etc.)
• Track hours worked and reconcile real-time payroll data
• Prepare labor cost ($) reports for billing purposes

Inventory & Asset Support

• Assist with inventory tracking and reconciliation

Qualifications

• Experience in an administrative or operations support role
• Strong attention to detail and organizational skills
• Comfort reviewing invoices, payroll data, and reports
• Proficiency with Microsoft Office and Google Workspace
• Ability to manage multiple priorities independently

Preferred Skills

• Payroll or time-tracking system experience
• Invoicing or billing support background
• Operations or field-service environment experience