Operational Administrative Assistant

The Operations Administrative Assistant is responsible for providing support to operations leadership by performing various clerical and administrative tasks. Assisting in a variety of aspects to include facilities operations, office automation, safety, customer service, purchasing and more.

ESSENTIAL DUTIES:

• Work with General Foremen to collect, coordinate and submit all employment related documents to Human Resources. Notify GF of missing items and forward the appropriate documents to the Human Resources Department.
• Create and maintain a database that can be cross referenced with the safety related reporting to ensure all certifications and training requirements are complete and up to date.
• Work with General Foremen to track all disciplinary documentation and forward to the Human Resources Department.
• Run weekly queries to inform the appropriate personnel of upcoming. required certifications or related documentation that will be expiring.
• Coordinate regional and divisional meetings as requested to best utilize time and resources.
• Track and forward missing or incomplete items related to field equipment. Notify appropriate personnel of upcoming expirations on DOT documents or related items, to ensure compliance.
• Coordinate with the corporate fleet department on vehicle related documentation.
• Track results of DOT or Lift inspections. Coordinate with the corporate fleet department through resolution when follow up is required.
• Track repairs on equipment and related costs and inform management as needed when current costs vary from historical data.
• Track equipment in the database against monthly field reports to track possession of documented equipment.
• Coordinate with operations employees and corporate personnel in the retirement of appropriate vehicles from the fleet.
• Work with the appropriate vendor to organize annual equipment inspections as needed.
• Track Special Service Bulletins on equipment to make sure all units in bulletins get addressed.
• Review mobile device reports and note changes to be made monthly
• Format and send notifications, requests, and messages to the division or region on behalf of the Regional Vice President, Division Manager, or Area Manager.
• Coordinate and track training via EDU.
• Maintain office/ building equipment to ensure smooth operations of the office and building.
• Perform other duties as assigned by management.

REQUIRED QUALIFICATIONS:

• Office and computer skills including Microsoft Office Suite; Word, Excel, and PowerPoint proficiency.
• Strong organizational skills
• Able to handle and be responsible for confidential information.

Acting with integrity Being responsible Being trustworthy and trusted Being honest and direct Improvement-minded

• Coordinate multiple tasks and activities while being attentive to detail to ensure follow through until task completion.
• Must be able to communicate effectively, both verbal and written.
• Able to bend and lift up to 25 lbs.
• Must have a high school diploma or equivalent.
• Must have a valid driver's license as required for the vehicle being operated.

TECHNOLOGY, EQUIPMENT & TOOLS:

• Proficient with standard office equipment i.e., computers, phones, scanner, fax, and copier.
• Proficiency with the Microsoft Office Suite.

KNOWLEDGE, SKILLS & ABILITIES:

• Exceptional interpersonal and communication skills; including oral and written communication, listening, and presentation/ facilitation skills.
• Ability to interact effectively with all levels of management to include vendors/customers.
• High level of integrity
• Strong collaborator that can work across dispersed teams.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, an employee must regularly stand, walk, sit for extended periods of time, reach and perform repetitive keystrokes. While performing the duties of this job, an employee must occasionally stoop, kneel, crouch, crawl, climb stairs and lift or move up to 25 pounds.

While performing the duties of this job, the employee is regularly exposed to an office environment.

The position may require regular travel including overnights by ground and/or air transportation.

Our DEI Promise:

Our commitment to Diversity, Equity, and Inclusion (DEI) is key to the success of our business. We respect the differences among us, and we leverage those differences to create an environment where all employees feel welcome and fairly treated. We seek the best solutions possible by attracting and engaging a diverse workforce where all perspectives are sought and valued.

Lewis Tree Service is an equal employment opportunity employer committed to providing equal opportunity for both applicants and employees. Lewis Tree Service prohibits unlawful discrimination or harassment of employees and applicants on the basis of race, creed, color, national origin, sex, age (40+), religion, disability, marital status, sexual orientation, genetic information, citizenship status, veteran status, or any other legally protected characteristic, all employment decisions, including but not limited to recruitment, hiring, compensation, training, apprenticeship, promotion, demotion, transfer, lay-off and termination, and all other terms and conditions of employment. Lewis Tree Service's practices and policies are administered in accordance with applicable federal, state, and local laws.