Operations Administrator

Upstate Utility Services is a utility construction company operating across New York and Pennsylvania. We are seeking a full‑time Operations Administrator to support our field operations from our Johnson City office.

This position owns the administrative and compliance work that keeps our crews on the job: travel and lodging, fleet records, driver and DOT compliance, certification tracking, purchasing, and time card verification. It is a hands‑on role with a wide scope.

Upstate Utility Services is a utility construction company operating across New York and Pennsylvania. We are seeking a full‑time Operations Administrator to support our field operations from our Johnson City office.

This position owns the administrative and compliance work that keeps our crews on the job: travel and lodging, fleet records, driver and DOT compliance, certification tracking, purchasing, and time card verification. It is a hands‑on role with a wide scope.

• Arrange and manage hotel and travel accommodations for field crews working out of town, including negotiating rates with properties and vendors
• Maintain vehicle and equipment records, including registrations, inspections, preventive maintenance schedules, and repair history
• Coordinate repairs and service with vendors and track fleet costs
• Maintain motor carrier filings and registrations, including HUT and IFTA
• Administer DOT and driver compliance, including CDL onboarding, drug and alcohol testing program administration, medical cards, prior employer inquiries, and motor vehicle record checks
• Verify weekly time cards against GPS and telematics data and resolve discrepancies with crew leads prior to payroll
• Track and code employee expenses and receipts
• Support certified payroll and prevailing wage reporting
• Track employee certifications and expiration dates, and maintain records in contractor safety and prequalification platforms
• Issue and track purchase orders and manage office and shop supply inventory
• Maintain employee files and complete new hire onboarding paperwork
• Provide general office support, including phones, mail, filing, and correspondence

• High school diploma or GED
• Two or more years of administrative, operations, dispatch, or compliance experience
• Strong computer proficiency and the ability to learn new software quickly
• Strong attention to detail, organization, and time management
• Professional written and verbal communication
• Ability to handle confidential information with discretion
• Valid driver's license and reliable transportation
• Ability to work on‑site Monday through Friday

• Associate's degree or higher
• DOT, CDL, or certification tracking compliance experience
• Construction, utility, trucking, or field services background
• Experience with fleet, telematics, or workforce management software
• Notary Public commission, or willingness to obtain one