Operations Support Specialist

Overview

We are an electrical contractor seeking a highly organized and versatile Operations Support Specialist to support our day-to-day operations. This role is critical to ensuring the smooth execution of projects, efficient fleet management, and accurate payroll processing. The ideal candidate is a detail-oriented multitasker with strong administrative skills, a proactive mindset, and the ability to thrive in a dynamic, hands-on environment.

Key Responsibilities:

- General Operations Support:

- Coordinate daily operations, including scheduling technicians, managing work orders, and ensuring timely project completion.

- Maintain accurate records for projects, contracts, and client communications.

- Prepare reports, invoices, and documentation for internal and external stakeholders.

- Assist with procurement of materials and supplies, ensuring cost-effective purchasing.

- Support compliance with safety regulations and company policies.

- Fleet Management Duties:

- Oversee maintenance, inspections, and repairs for a small fleet of service vehicles

- Track vehicle usage, fuel consumption, and maintenance schedules to ensure operational readiness.

- Coordinate vehicle registrations, insurance renewals, and compliance with local regulations.

- Manage driver assignments and ensure proper documentation for fleet-related activities.

- Address fleet-related issues promptly, such as breakdowns or scheduling conflicts.

- Payroll Duties:

- Process weekly/bi-weekly payroll for [number] employees, ensuring accuracy and timeliness.

- Track employee hours, overtime, and reimbursements using payroll software (e.g., QuickBooks, ADP, or similar).

- Verify timesheets and resolve discrepancies with employees or supervisors.

- Prepare payroll reports and ensure compliance with federal, state, and local tax regulations.

- Assist with employee onboarding, including setting up payroll accounts and benefits enrollment.

- Additional Tasks:

- Answer client and vendor inquiries via phone or email.

- Assist with job costing, budgeting, and tracking project expenses.

- Coordinate training sessions or certifications for field staff as needed.

- Perform other administrative tasks to support the operations team, such as filing, data entry, or scheduling.

Qualifications:

- High school diploma or equivalent; associate’s degree in business, administration, or a related field preferred.

- 1-2 years of experience in administrative, operations, or payroll roles, ideally in construction or a trade-related industry.

- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and payroll software (e.g., QuickBooks, ADP).

- Familiarity with fleet management or vehicle maintenance processes is a plus.

- Strong organizational skills with the ability to prioritize and manage multiple responsibilities.

- Excellent communication skills, both written and verbal, for interacting with employees, clients, and vendors.

- Detail-oriented with a high degree of accuracy in data entry and financial tasks.

- Knowledge of basic electrical contracting processes or willingness to learn.

Preferred Skills:

- Experience with fleet management software or GPS tracking systems.

- Basic understanding of payroll tax compliance and labor regulations.

- Ability to work independently and adapt to the needs of a small, fast-paced business.

Work Environment:

- Office-based with occasional site visits to coordinate with field staff or inspect vehicles.

- Collaborative, family-like team environment with opportunities to grow within the company.

- May require occasional flexibility in hours to meet payroll or project deadlines.

Job Type: Full-time

Pay: $60,000.00 - $75,000.00 per year

Work Location: In person