Job Description

Operations Administrator – Construction/Trades

$25+hour

Full-Time | Monday–Friday, 8:00 AM–4:30 PM

Rochester, NY

90 days contract to hire

If you need three days to respond to an email, want every day to look exactly the same, or get rattled when five things change before lunch, this probably isn't your job.

But if you're sharp, fast, organized, confident, and comfortable working with tradespeople, keep reading.

We are recruiting an Operations Administrator for a growing, woman-owned company in the commercial construction/trades industry. This person will work directly alongside the Director of Operations and play a key role in keeping field operations organized, accurate, and moving forward.

This is not a sit-back-and-wait-for-work kind of administrative position. Operations moves fast. Schedules change. Crews need answers. Paperwork needs to be right. Priorities shift. The Director of Operations needs someone who can take direction, run with it, anticipate what comes next, and make their day easier.

In short: you're the right hand.

What You'll Be Doing

You'll have your hands in a little bit of everything that keeps Operations running, including:

• Supporting daily scheduling of field labor and crews
• Assigning maintenance staff to jobs and creating work tickets
• Reviewing completed work tickets for accuracy, job costing, and proper documentation
• Verifying field labor hours, job assignments, locations, and expense reports
• Preparing and processing work-ticket journal entries
• Completing project setup and project-entry documentation
• Tracking truck tickets and other field documentation
• Processing insurance requests and tracking insurance renewals
• Maintaining company EZ-Pass information
• Assisting with NYS DOT reporting, including Biennial and HUT requirements
• Preparing reports and keeping operational information accurate and current
• Troubleshooting problems before they become bigger problems
• Taking on whatever else the Director of Operations needs to keep the team moving

Who We're Looking For

Experience in construction, flooring, HVAC, electrical, plumbing, manufacturing, transportation, field service, or another trades-related environment is strongly preferred.

Why? Because you already understand that field operations are different.

You're comfortable talking with project managers, field crews, installers, drivers, and tradespeople. You're professional, but you aren't intimidated by strong personalities. You can take a little, give a little back when appropriate, and still get everyone where they need to be.

More importantly, you understand your role on the team.

We're looking for someone who:

• Is smart and learns quickly
• Can juggle multiple priorities without losing details
• Moves with urgency without becoming sloppy
• Takes direction well and follows through
• Doesn't need constant hand-holding
• Is comfortable being the person supporting the leader rather than trying to be the leader
• Can anticipate needs and think one or two steps ahead
• Has a strong backbone and communicates confidently
• Understands that "that's not my job" isn't how a great Operations team works
• Is dependable and takes being on time seriously
• Knows when to ask a question and when to simply figure it out
• Is comfortable with systems, spreadsheets, documentation, and numbers
• Can switch gears quickly when the day's priorities change

You'll Probably Love This Job If...

You're the person who gets satisfaction from making someone else's job easier.

You like being the one who knows what's going on. You notice what's missing. You follow up without being asked. You can have three people asking you questions while an email comes in changing tomorrow's schedule, and somehow you keep moving.

You're not looking for a quiet administrative job.

You're looking to become indispensable to an Operations team.

Why This Opportunity?

This is a woman-owned, growing company that has built an excellent reputation in its industry and takes care of its people.

In addition to a competitive $25+/hour wage, employees have access to an outstanding total compensation package, including:

• Generous PTO
• Comprehensive benefits
• Profit sharing
• Long-term stability
• A strong, established leadership team
• Significant opportunity to learn the business and grow with the company

For the right person, this role can become much more than an Operations Administrator position. You'll gain exposure to scheduling, field operations, payroll, project administration, compliance, job costing, and the day-to-day mechanics of running a successful trades organization.

If you've worked around the trades, thrive in a fast-moving environment, and want to become the person an Operations Director can't imagine working without, we want to talk to you.