Operation Support Assistant

Position Summary:

 

The Operations Support Assistant is an entry-level role that provides day-to-day support in administrative tasks, basic project coordination, and HR/payroll-related functions. This role is ideal for someone who is highly organized, detail-oriented, and eager to learn multiple aspects of office operations.

 

Daily Reporting

• Compile, prepare, and distribute daily operational and construction progress reports
• Maintain accurate records and logs for ongoing projects
• Track key performance metrics and present data in a clear, organized format
• Assist directors with presentations and summary reports as needed

 Procurement Support

• Assist with the sourcing and ordering of materials, equipment, and supplies
• Process and track purchase orders from submission through delivery
• Maintain vendor contact lists and support vendor communication
• Reconcile procurement records and flag discrepancies to management

 Project & Operations Tracking

• Monitor project timelines, milestones, and deliverables
• Maintain organized filing systems for contracts, permits, and project documentation
• Update and manage tracking spreadsheets and databases
• Coordinate with field teams to ensure accurate and timely data entry

 Human Resources Support

• Assist with new hire onboarding documentation and orientation coordination
• Track employee records, certifications, and training requirements
• Support time and attendance tracking and reporting
• Serve as a point of contact for basic HR inquiries and direct employees to appropriate resources

 Executive & Director Support

• Provide day-to-day administrative support to division directors
• Manage calendars, schedule meetings, and coordinate travel arrangements
• Prepare meeting agendas, take minutes, and distribute follow-up action items
• Handle incoming correspondence, phone calls, and emails professionally

Qualifications:

• High school diploma or equivalent required; associate degree or some college preferred

• 0–2 years of experience in an office, administrative, or support role

• Basic knowledge of Microsoft Office (Word, Excel, Outlook)

• Willingness to learn HR, payroll, and project processes

• Strong attention to detail and ability to handle sensitive information discreetly

 

 

Preferred Traits:

• Friendly, helpful attitude with strong communication skills

• Reliable and punctual with a proactive mindset

• Comfortable working independently and as part of a team

• Interest in growing within HR, payroll, or project coordination paths

 

Required Traits:

• Organizational Skills

• High-Level of detail put into all work performed

• Ability to multi-task in a fast moving environment

• Efficient daily production of work deliverables

• Ability to multi-task

• Efficient daily production of work deliverables

• Ability to prioritize daily tasks 

• Ability to shift tasks as needed