Operations Administrator

Job Description

JOB SUMMARY

This position provides critical administrative and operational support to a high-profile client site, with a strong focus on regulatory compliance, document control, procurement coordination, and workforce scheduling. The Operations Administrator ensures that all regulatory documentation, inspection records, and operational processes are accurate, complete, and audit-ready, while also supporting day-to-day operational efficiency.

This role serves as a key liaison between Operations, compliance teams, and vendors, ensuring alignment with legal, regulatory, contractual, and company-mandated requirements. Additionally, the position supports supply chain continuity, staffing coordination, and continuous improvement initiatives that enable safe and efficient site operations.

ESSENTIAL FUNCTIONS

• The functions listed describe the business purpose of this job. Specific duties or tasks may vary and be documented separately. The employee might not be required to perform all functions listed. Additional duties may be assigned, and functions may be modified according to business necessity.
• All assigned duties or tasks are deemed to be part of the essential functions unless such duties or tasks are unrelated to the functions listed, in which case they are deemed to be other (non-essential) functions.
• Employees are held accountable for successful job performance. Job performance standards may be documented separately and may include functions, objectives, duties, or tasks not specifically listed herein.
• In performing functions, duties, or tasks, employees are required to know and follow safe work practices and to be aware of company policies and procedures related to job safety, including safety rules and regulations. Employees are required to notify superiors upon becoming aware of unsafe working conditions.
• All functions, duties, or tasks are to be carried out in an honest, ethical, and professional manner and are to be performed in conformance with applicable company policies and procedures. In the event of uncertainty or lack of knowledge of company policies and procedures, employees are required to request clarification or explanations from superiors or authorized company representatives.

Core Duties Include:

Regulatory Compliance & Document Control
• Maintain regulatory checklists and ensure all required inspections, logs, and documentation are completed accurately and on schedule.
• Audit records, reports, and inspection documentation for completeness, accuracy, and compliance with applicable regulations.
• Ensure proper organization, storage, and retention of regulatory and operational documents in accordance with site and legal requirements.
• Support internal and external audits by providing accurate, complete, and readily accessible documentation.

Operational & Administrative Support
• Perform a variety of administrative functions including managing files, correspondence, databases, and reporting systems.
• Utilize software applications (e.g., spreadsheets, databases, and document management systems) to track, analyze, and report operational data.
• Prepare reports, logs, and communications requiring a high degree of accuracy and attention to detail.
• Provide general administrative support to Operations and site leadership.

Procurement & Supply Chain Coordination
• Manage the procurement process for operational supplies, including requisitioning, order tracking, and inventory monitoring.
• Coordinate with vendors to ensure timely delivery and cost-effective purchasing.
• Maintain accurate purchasing records and ensure alignment with operational needs.
• Proactively identify supply needs to prevent operational disruptions.

Workforce Scheduling & Coordination
• Review and monitor hourly operator schedules to ensure adequate staffing coverage across all shifts.
• Identify staffing gaps and coordinate overtime to maintain safe and efficient operations.
• Communicate staffing needs and schedule adjustments with Operations leadership in a timely manner.
• Track schedule changes and maintain accurate records of staffing and overtime utilization.

Continuous Improvement & Cross-Functional Support
• Identify opportunities to improve administrative processes, data accuracy, and operational efficiency.
• Support the implementation of improved workflows, tracking systems, and best practices.
• Perform additional duties of similar scope as required.

Job Requirements

MINIMUM QUALIFICATIONS AT ENTRY

Additional qualifications may be specified and receive preference depending upon the nature of the position

Basic Qualifications

• U.S. Citizenship
• Ability to acquire and maintain site access and any required clearances.
• Ability to meet all regulatory and site-specific requirements.
• Must be capable of working in environments with strict compliance and procedural adherence.

Education/Experience

• High School Diploma or GED required.
• Two (2) or more years of administrative, operations support, or related experience required.
• Experience supporting regulatory compliance, document control, procurement, or scheduling functions preferred.
• Associate degree or higher preferred.

Background Prerequisites

Must undergo and meet company standards for background and reference checks, controlled substance testing, and behavioral selection survey, in addition to any mandatory licensing requirements

Competencies (as demonstrated through experience, training, and/or testing)

• Knowledge of standard office procedures and practices.
• Ability to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form.
• Working knowledge of computerized systems.
• Ability to perform position tasks accurately and timely.
• Demonstrated proficiency in office productivity software including word processing, spreadsheet and presentation applications.
• Skill in clear and concise oral and written communication.
• Ability to interact effectively at all levels and across diverse cultures.
• Ability to maintain professional composure when dealing with unusual circumstances.
• Ability to foster a culture of trust, equal opportunity, teamwork, responsibility, high expectations, and open communication with our internal and external customers and employees to provide high quality customer service.
• Ability to be an effective and positive team member, and handle projects responsibly, take initiative and achieve results.
• Required ability to handle multiple tasks concurrently and with interruption.
• Ability to adapt to changes in the external environment and organization

WORKING CONDITIONS (Physical/Mental Demands)

With or without reasonable accommodation, requires the physical and mental capacity to perform effectively all essential functions. In addition to other demands, the demands of the job include:

• Knowledge of standard office procedures and practices.
• Ability to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form.
• Working knowledge of computerized systems.
• Basic knowledge of accounting fundamentals.
• Ability to perform position tasks accurately and timely.
• Demonstrated proficiency in office productivity software including word processing, spreadsheet and presentation applications.
• Skill in clear and concise oral and written communication.
• Ability to interact effectively at all levels and across diverse cultures.
• Ability to maintain professional composure when dealing with unusual circumstances.
• Ability to foster a culture of trust, equal opportunity, teamwork, responsibility, high expectations, and open communication with our internal and external customers and employees to provide high quality customer service.
• Ability to be an effective and positive team member, and handle projects responsibly, take initiative and achieve results.
• Required ability to handle multiple tasks concurrently and with interruption.
• Ability to adapt to changes in the external environment and organization

The pay for this position is $27.00/hour

A Word about EEO, Pay Transparency and Other Requirements….

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

VA License Number: 11-4665