Administrative Assistant - Operations
About The Position
The Administrative Assistant is responsible for supporting critical operational functions that ensure regulatory compliance, efficient procurement processes, and accurate systems administration. This role oversees company vehicle records, driver licensing programs, and transportation permits while maintaining compliance with DOT, CHP BIT, and hazardous material regulations. Responsibilities include maintaining emergency plans, facility security systems, and office equipment coordination. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities while ensuring compliance, operational efficiency, and high-quality support for internal stakeholders.
Requirements
- Proficiency with Microsoft Excel, Word, and database/spreadsheet tracking systems.
- 3+ years of experience in operations support, procurement, fleet administration, or regulatory compliance.
- Experience with ERP or purchasing systems.
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 25 pounds at a time.
- Must have sufficient eyesight to read printed and digital documents.
- Able to travel as needed.
Nice To Haves
- COINS ERP experience a plus.
- Prior experience in construction, utilities, transportation, or regulated industries preferred.
Responsibilities
- Maintain complete records for company vehicles, assigned drivers, DMV registrations, and employee licenses (DMV Pull Notice Program).
- Manage DOT, CHP BIT, and transportation permit files (Caltrans, City and County of Los Angeles).
- Prepare and process DMV registration requests, documentation, and appointment scheduling.
- Maintain Business Emergency Plan, hazardous waste permits, and annual CERS applications.
- Update and maintain the Procurement Manual, Master Vendor Listing, Annual Agreements, and O&M Manuals/Archives.
- Assist Operations Manager with vendor and contractor sourcing and identification, administration of annual maintenance contracts.
- Process purchase orders, equipment invoices, and parts/repair documentation; forward invoices to Accounts Payable.
- Assist in researching and sourcing potential vendors of security systems and facility components; maintain Alarm access user list.
- Assist Operations and Purchasing Managers with daily operations, special projects, and departmental procedures.
- Monitor ERP system (COINS) for operations and purchasing daily reports.
- Maintain department tracking spreadsheets (fleet, vendors, permits, etc.).
- Monitor weekly project billing reports for accuracy and timeliness.
- Maintain copier inventory and usage tracking; manage monthly toner inventory.
- Coordinate and monitor copier service requests and vendor support.
- Support operations and purchasing team members through cross-training operations and purchasing team members.
Benefits
- Employee Stock Ownership (ESOP) contribution annually on top of a discretionary cash bonus program.
- 401(k) + matching
- 100% company-paid medical coverage for employee (up to 2/3 for family)
- company provided life insurance
- optional vision and dental insurance
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
Number of Employees
1,001-5,000 employees
