Administrative Assistant Operations & Special Projects

About the Role

We are a growing mid-sized company seeking a highly organized, detail-oriented Administrative Assistant to support leadership and day-to-day operations. This role is ideal for someone who thrives in a fast-paced environment, enjoys taking ownership of special projects, and can balance administrative tasks with operational support.

The Administrative Assistant will work closely with the Division Manager and operations team, playing a key role in tracking costs, maintaining compliance, supporting billing and payroll accuracy, and ensuring operational efficiency across the organization.

Administrative & Special Projects

- Support the Division Manager with special projects and operational initiatives

- Maintain accurate records and documentation

- Assist with quality assurance (QA) training coordination and documentation

Operations & Compliance

- Manage toll accounts and reconciliation

- Handle registrations and renewals

- Maintain and distribute current insurance cards

Financial & Reporting Support

- Review non-PO invoices (rentals, subscriptions, mechanical repairs, etc.)

- Track hours worked and reconcile real-time payroll data

- Prepare labor cost ($) reports for billing purposes

Inventory & Asset Support

- Assist with inventory tracking and reconciliation

Qualifications

- Experience in an administrative or operations support role

- Strong attention to detail and organizational skills

- Comfort reviewing invoices, payroll data, and reports

- Proficiency with Microsoft Office and Google Workspace

- Ability to manage multiple priorities independently

Preferred Skills

- Payroll or time-tracking system experience

- Invoicing or billing support background

- Operations or field-service environment experience

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