Operations Administrator

5 days ago

White Marsh, United States Wilmot Modular Structures Inc. Full time
Job DescriptionJob DescriptionWe are seeking a highly organized and proactive Operations Administrator to support our Operations Management Team, including the Product Manager, Production Managers, Transportation and Service Manager, and the Director of Operations. This role involves a wide range of administrative and operational tasks aimed at enhancing the efficiency and coordination of the operations department at Wilmot Modular Structures.

Wilmot Modular has been named one of the Top Companies to Work For by Inc. Magazine. This prestigious recognition highlights our commitment to fostering a dynamic, supportive, and innovative workplace. Be part of a team that values excellence, growth, and employee satisfaction. For the full article and more details, click here. Apply now and experience firsthand why we are a leading employer in the industry

Job Responsibilities:
  • Provide administrative support for the Operations Dept to include:
    • Draft letters and emails as needed for the Operations Director and Transportation & Service Manager.
    • Manage the schedule of the Director of Operations to ensure optimal organization of appointments and meetings.
    • Provide additional administrative assistance as needed for the Operations team
  • Assist in the creation of Monthly Safety Bulletins and oversee the daily completion of Druid testing to ensure compliance among operations employees.
  • Coordinate operations lunch group events and manage logistics for internal and external gatherings.
  • Assist in ordering shirts, supplies, jackets, safety items, and other necessary equipment for the operations department.
  • Support Purchasing and Vendor Management to include:
    • Issuance of purchase orders for services including setup, knockdown, transport, and supply vendors.
    • Assist the transportation coordinator in finding new service or transport vendors and handling the vetting and approval process in our systems.
  • Assist with permits and manage JJ Keller employee information as needed.
    • Complete any necessary scanning and filing for the Operations Department.
  • Responsible for administering customer surveys, conducting follow-up communications, and generating reports to analyze customer satisfaction and identify areas for improvement.
  • Handle damage billing for returned units and coordinate customer inquiries related to damage billing.
    • Resolve disputes regarding damage billing in conjunction with the Director of Operations.
  • Complete required reports and documentation including quarterly mileage reports and change orders for lease contracts related to services, delivery, or pick-up.
  • Review all transportation, setup, knockdown, and service invoices to ensure profitability.
    • Coordinate with the Transportation Coordinator and Director of Operations on any issues before processing payments.
  • Upload and enter all new vendor information within Salesforce.
    • Notify the QC Manager and Fleet Manager of any pending knockdowns that will be returning daily.
  • Provide courteous customer service as needed with our internal departments
  • Attend and participate in safety meetings and training sessions.
  • Communicate effectively with coworkers, supervisors, and other departments to ensure smooth operations.
  • Other duties as assigned, being that this position description is intended to be a general overview of the role’s responsibilities and the work performed
Qualifications:
  • High School diploma or GED required
  • Proven experience in an administrative or operations role.
  • Strong organizational and time management skills.
  • Excellent verbal and written communication skills.
  • Proficiency in Salesforce and other office management software.
  • Ability to handle multiple tasks and prioritize effectively.
  • Knowledge of the construction or modular building industry is a plus.
  • Must be able to work independently in a fast-paced environment, keeping on-task
  • Be a true team player with a “can-do” positive attitude
  • Ability to take direction, manage timelines & deadlines, and offer trouble shooting solutions as needed
  • Have a solid work ethic that includes doing the right thing, being reliable, trustworthy and honest

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