Administrative Operations Assistant

Essential Duties and Responsibilities

We are seeking a highly organized and detail-oriented Administrative Operations Assistant to support both our Operations and Safety Departments. This role combines administrative office management with operational support related to production reporting, route planning and execution, dispatch coordination, safety initiative implementation and documentation, and employee records.

• Assist with production reporting and logging operational performance data.
• Support route management activities, including coordinating with Route Managers and Operations Manager and updating route status data.
• Assist in closing routes and posting production in internal systems to ensure accurate daily records.
• Load lockers with route documents, manifests, and required materials.
• Prepare, organize, and track route paperwork and reports for timely completion and filing.

• Manage and maintain employee records, ensuring documentation is accurate and current.
• Assist with new hire paperwork, onboarding documentation, and file setup.
• Assign and manage training courses for employees using internal training systems.
• Maintain filing systems, both physical and electronic, and ensure paperwork is organized and accessible.
• Prepare daily, weekly, and periodic operational and administrative reports.
• Support Safety Department with paperwork management, compliance filings, and record tracking.
• Provide minor IT support including management of company mobile phones, tablets, and related devices — coordinating setups, transfers, basic troubleshooting, and inventory tracking.

• Serve as a support point for dispatch or route communications (e.g., coordinating updates with drivers and operational teams).
• Help manage service orders, changes, and updates in dispatch or operational systems as needed (entry, distribution, tracking).
• Assist in tracking and updating dispatch-related activities into the system.

• Maintain office supplies and work closely with internal teams to support daily operations.
• Provide support to other departments as assigned by Management.
• Continuously look for ways to improve processes related to administrative support, reporting accuracy, and operational flow.

• Strong time management and ability to handle a varied workload.
• Reliable, self-starter attitude with a collaborative team mindset.
• Ability to work independently with minimal supervision while escalating issues appropriately.
• Customer-focused and service-oriented approach to internal and external support tasks.

• High school diploma or equivalent required; additional administrative or technical training is a bonus.
• Prior experience in administrative roles, office management, dispatch support, or operations assistance preferred.
• Strong organizational skills with demonstrated ability to manage multiple tasks and prioritize work.
• Excellent communication skills — both written and verbal.
• Proficiency with Microsoft Office (Excel, Word, Outlook) and comfort learning new software systems.
• Basic tech troubleshooting and device management experience.
• Strong attention to detail and accuracy in record keeping.

• Strong organizational skills and ability to work in high-volume, fast-paced environment.
• Ability to work effectively and efficiently within a team environment.
• Outstanding knowledge of MS Office including Word, Excel, Power Point and Outlook.
• Excellent communication and interpersonal skills.
• Reliable with patience and professionalism.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Light lifting (20-25 pounds), office environment.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Office:
  Standard office equipment; work usually performed in an office setting free from any disagreeable elements.
• Travel:
  As required for position.