Operations Assistant

Gillespie Precast, LLC is a leading provider of utility infrastructure solutions for the water, energy, and communications markets. With three manufacturing facilities, a new plant opening in North Carolina, 100,000 lbs. of lifting capacity, and over 175 employees, Gillespie Precast delivers unbeatable service and top-quality products to our customers.

We take pride in our strong employee retention, robust benefits package, and company values. We genuinely care about our employees and strive to make their lives better by aligning our mission of making customers’ lives easier while improving the lives of our team members.

Position Summary:

The Operations Assistant provides administrative and operational support to ensure the efficient day-to-day operation of the precast concrete plant. This role is responsible for supporting plant operations and scheduling, assisting with HR administrative functions, coordinating dispatch and delivery logistics, and managing vendor invoice approvals and documentation.

Key Responsibilities:

Operations & Plant Administrative Support

· Assist the Plant Manager with production tracking, scheduling updates, and operational reports.

· Maintain production, shipping, and delivery records in spreadsheets or internal systems.

· Support communication between production, yard personnel, dispatch, and management.

· Help monitor finished goods inventory and assist with yard organization coordination.

· Maintain job files, delivery tickets, and operational documentation.

HR Administrative Support

· Assist with new hire onboarding documentation, including employment forms and orientation scheduling.

· Maintain employee personnel files and HR documentation in compliance with company policies.

· Assist with timekeeping review and payroll preparation support.

· Coordinate employee training records, certifications, and safety documentation.

· Support HR with employee communications, policy distribution, and internal announcements.

· Assist with maintaining compliance records for safety, OSHA, and other regulatory requirements.

Invoice & Vendor Coordination

· Review and approve operational invoices (freight, trucking, materials, plant supplies) for accuracy and proper coding.

· Match invoices to purchase orders, delivery receipts, or service documentation.

· Route approved invoices to accounting for payment processing.

· Maintain records of vendor invoices and supporting documentation.

· Communicate with vendors regarding billing questions or discrepancies.

Dispatch & Logistics Coordination

· Coordinate daily delivery schedules for precast products with production, yard, and drivers.

· Serve as the primary point of contact for drivers regarding delivery instructions, routes, and jobsite requirements.

· Schedule and dispatch company trucks and third-party carriers to meet customer delivery deadlines.

· Monitor delivery status and proactively communicate delays or issues to customers, project managers, and internal teams.

· Prepare and distribute load sheets, delivery tickets, and shipping documentation.

· Maintain accurate dispatch logs and update delivery information in company systems.

· Coordinate with the production team to ensure products are ready for shipment according to scheduled delivery times.

· Track driver hours, equipment availability, and delivery capacity to optimize daily routes and loads.

· Assist with compliance documentation related to DOT requirements and driver records when applicable.

· Support yard and loading teams by communicating delivery priorities and schedule changes.

Customer & Vendor Communication

· Respond to customer inquiries regarding delivery schedules and logistics.

· Coordinate with trucking companies and vendors to ensure timely deliveries and services.

· Ensure delivery documentation is completed accurately and submitted as required.

Qualifications:

· High school diploma or equivalent required; Associate’s degree in Business Administration, Logistics, or related field preferred.

· 2–4 years of experience in operations support, dispatch, administrative support, or manufacturing environments preferred.

· Experience in construction materials, precast concrete, logistics, or trucking operations is a plus.

· Basic knowledge of HR administrative processes is preferred.

· Strong organizational, time management, and multitasking skills.

· Proficiency with Microsoft Excel, Word, and email systems.

· Ability to communicate effectively with drivers, production staff, vendors, and management.

Skills & Competencies:

· Highly organized and detail oriented.

· Able to manage multiple priorities in a fast-paced manufacturing environment.

· Serve as a key communication link between operations, drivers, vendors, and administrative staff.

Work Environment:

· Combination of office and manufacturing floor environments.

· Frequent interaction with drivers, yard personnel, production staff, vendors and management.

· Regular plant exposure (PPE required).

Company Benefits:

· Paid Time Off: vacation pay and sick pay

· Paid Holidays

· 401(k) Retirement Savings Plan & Profit-Sharing Program

· Medical, Dental, & Vision Insurance options with single & family coverage

· Short-Term and Long-Term Disability

· Life Insurance

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person