Operations Administrative Assistant

Lewis Services•City of Albany, NY

1d•$21 - $25•Onsite

About The Position

Join a Company That Grows People: At Lewis, we’re not just trimming trees — we’re building a future. As the second-largest utility vegetation management company in North America and a proud employee-owned business, we believe every person on our team matters. When you join Lewis, you're not just taking a job — you're investing in your future. Why You’ll Love It Here: Experience the great outdoors while working in nature, not stuck behind a desk! Elevate your career with us — we prioritize training and internal promotions! Join a vibrant team that champions safety, values your feedback, and fosters a strong sense of camaraderie! Shape your future with us through our fantastic Employee Stock Ownership Plan (ESOP)! What You’ll Do as a Operational Administration Assistant Cross-Functional Corporate Liaison: Serve as the primary administrative bridge between Operations and corporate shared services to ensure organizational alignment. Facilitate seamless communication and workflow coordination between Operations and departments including Fleet, HR, Risk Management, Supply Chain, IT, Payroll, and Accounts Payable to resolve issues and submit necessary requests Yard & Asset Inventory Management: Manage the database of local yard equipment inventories to ensure real-time accuracy. Audit equipment recorded in the database against monthly field reports to verify possession and integrity and review monthly mobile-device reports to process necessary changes. Compliance Management: Oversee corporate and driver compliance databases to ensure all employee certifications, training, and documentation are accurate and current. Proactively identify upcoming expirations via weekly queries and partner with Operations Leaders to immediately rectify deficiencies. Operational Reporting & Analysis: Prepare, format, and distribute critical data visualizations, including weekly operations summaries, utility forecast reports, and cost analyses to support leadership decision-making. Produce and disseminate recurring weekly, monthly, and quarterly reports to relevant stakeholders. Executive Administrative Support: Orchestrate regional and divisional meetings to optimize leadership time and resources. Draft and disseminate official notifications, requests, and internal communications on behalf of Regional and Division leadership. Process Optimization: Collaborate with other Operations Administrative Assistants within the region to standardize administrative workflows, balance workload distribution, and drive continuous improvement. Safety Support: Assist management with the coordination and execution of quarterly Drug & Alcohol random testing protocols. General Administration: Serve as the liaison between the corporate office and division leaders to ensure timely information flow and perform additional projects or tasks as assigned by Divisional and Regional Management.

Requirements

Education: Must possess a high school diploma or equivalent.
Licensure: Must possess a valid driver's license.
Technical Proficiency: Demonstrated expertise in Microsoft Office applications, specifically Word, Excel, and PowerPoint.
Physical Capabilities: Ability to bend and lift up to 25 lbs to support operational needs.
Core Competencies: Strong organizational skills with the ability to handle confidential information and coordinate multiple tasks through to completion. Must communicate effectively, both verbally and in writing.

Nice To Haves

Industry Experience: Prior experience in utility vegetation management, construction, or fleet operations is highly desirable.
Database Management: Familiarity with compliance databases, HRIS systems, or similar enterprise software for tracking employee certifications and equipment inventory.
Analytical Skills: Experience performing cost analyses, forecasting, and creating data visualizations in Excel (e.g., pivot tables, VLOOKUP).
Cross-Functional Leadership: Proven track record of acting as a liaison between field operations and corporate support functions like Supply Chain, HR, or Finance.

Responsibilities

Cross-Functional Corporate Liaison: Serve as the primary administrative bridge between Operations and corporate shared services to ensure organizational alignment. Facilitate seamless communication and workflow coordination between Operations and departments including Fleet, HR, Risk Management, Supply Chain, IT, Payroll, and Accounts Payable to resolve issues and submit necessary requests
Yard & Asset Inventory Management: Manage the database of local yard equipment inventories to ensure real-time accuracy. Audit equipment recorded in the database against monthly field reports to verify possession and integrity and review monthly mobile-device reports to process necessary changes.
Compliance Management: Oversee corporate and driver compliance databases to ensure all employee certifications, training, and documentation are accurate and current. Proactively identify upcoming expirations via weekly queries and partner with Operations Leaders to immediately rectify deficiencies.
Operational Reporting & Analysis: Prepare, format, and distribute critical data visualizations, including weekly operations summaries, utility forecast reports, and cost analyses to support leadership decision-making. Produce and disseminate recurring weekly, monthly, and quarterly reports to relevant stakeholders.
Executive Administrative Support: Orchestrate regional and divisional meetings to optimize leadership time and resources. Draft and disseminate official notifications, requests, and internal communications on behalf of Regional and Division leadership.
Process Optimization: Collaborate with other Operations Administrative Assistants within the region to standardize administrative workflows, balance workload distribution, and drive continuous improvement.
Safety Support: Assist management with the coordination and execution of quarterly Drug & Alcohol random testing protocols.
General Administration: Serve as the liaison between the corporate office and division leaders to ensure timely information flow and perform additional projects or tasks as assigned by Divisional and Regional Management.