Assistant to the COO

Bristol Management Services•Newport Beach, CA

4h•$34 - $36•Onsite

About The Position

As a valued member of our team, the Operations Assistant provides high-level administrative and operational support to the COO, preparing statistical reports, handling information requests, and performing clerical and administrative functions such as preparing correspondence, arranging travel, and supporting daily business operations across multiple company locations. This role also assists with operational reporting, vendor coordination, purchasing support, and special projects within the ready-mix, aggregate, and trucking divisions.

Requirements

Excellent verbal and written communication skills.
Excellent interpersonal skills and integrity to handle confidential information.
Strong organizational skills, with the ability to work in a high-volume environment.
Advanced reporting, spreadsheet, and data management skills.
Knowledge of Ready Mixed, Aggregate, Concrete and or Construction industries.
Exceptional problem-solving skills, addressing challenges and finding solutions proactively.
Adaptable and flexible, ability to thrive in a fast-paced, dynamic environment with shifting priorities and deadlines.
Vendor coordination and purchasing support experience.
Professionalism and discretion demonstrated integrity, professionalism, maintaining a positive attitude and demeanor while representing the COO and the company.
3+ years of experience working in an office setting, as an assistant or relevant experience.
Proficient with Microsoft Office Suite.

Nice To Haves

Bachelor’s degree in business administration, or relevant field.

Responsibilities

Serve as the primary point of contact for internal and external communications directed to the COO.
Draft, proofread, and edit correspondence, reports, and presentations on behalf of the COO.
Assist in tracking progress on key projects and initiatives, ensuring deadlines are met and milestones are achieved.
Prepare expense reports, reconcile receipts, and manage other administrative tasks efficiently.
Arrange travel itineraries, including flights, accommodations, and ground transportation.
Organize and maintain filing systems for documents, records, and confidential information.
Analyze data and summarize findings to the COO to support strategic decision-making.
Run daily and weekly production yardage reports and distribute to designated leadership for monthly and annual reporting purposes.
Compile plant production reports and daily summaries from all locations to create Daily Summary and Hours reports for executive leadership, plant managers, and other stakeholders.
Monitor fuel pricing trends, update daily fuel quote reports, audit fuel invoices, investigate discrepancies, and coordinate with vendors or sales representatives as needed.
Collect, organize, and retain delivery tickets and related operational documentation from plant managers.
Evaluate returned concrete classified as potential company error and approve adjustments in accordance with company guidelines.
Design and coordinate creation of signs, banners, notices, and visual materials for plant locations, safety initiatives, and operational needs.
Coordinate annual and as-needed purchasing of safety vests and related PPE for all affiliated companies and operating divisions.
Provide administrative and operational support to plant managers, department leaders, and designated management personnel as needed.
Assist with special assignments, legacy processes, and transitional responsibilities as directed by management.
Handle sensitive information with the utmost confidentiality and discretion.
Maintain trust and integrity in all interactions, demonstrating professionalism and ethical conduct.
Correspond with regulatory agencies on issues regarding operations and development.
Maintain and track registrations for approximately 700 pieces of equipment, including preparing renewal lists, verifying registrations, coordinating with locations, obtaining payments, submitting renewals, updating vehicle records, and filing completed documents.
Attend meetings to record minutes.
Performs other duties as assigned.