Operations Administrator

The Operations Administrator plays a crucial role at DCOMM, supporting the seamless execution of operational processes across multiple divisions, including Field Services, Construction Services, and Technical Services. This diverse role requires adaptability and collaboration to address the unique requirements of each line of business, customer, and operational area. Responsibilities will vary based on local procedures, specific customer needs, and the type of services being provided.

The ideal candidate for this role will bring 2–3 years of operational or administrative experience, preferably within telecommunications, construction, or related industries. A strong sense of organization, attention to detail, and the ability to handle multiple priorities are essential for success in this position.

This role also includes onboarding and training new administrators as they join the company, ensuring they are equipped to manage their responsibilities effectively. The Operations Administrator will work closely with internal teams and customers, referring to local and customer-specific procedures to ensure operational accuracy and compliance.

By ensuring operational efficiency, maintaining accurate records, and collaborating across departments, the Operations Administrator directly supports DCOMM’s commitment to excellence, accountability, and customer satisfaction. This position offers a dynamic opportunity to grow within a fast-paced and evolving industry.

YOUR ROLE IN ACTION

• Project Tracking and Billing Oversight: Monitor and track active projects, ensuring accurate reconciliation of billing data and timely submission of invoicing to customers. The project/job tracking and billing process will vary based on line of business and customer. Refer to local and customer Standard Operating Procedures for details on the process.
• Invoicing Management and Approvals: Track invoices through the approval process, maintaining clear communication with stakeholders until final handoff to Accounts Receivable (AR) for processing.
• Financial Data Verification and Discrepancy Resolution: Verify data integrity in project and billing records, resolving discrepancies promptly to support accurate and timely financial operations.
• Recruitment and Onboarding Support: Assist in recruiting efforts, coordinating new employee onboarding processes, and ensuring smooth transitions for new hires.
• Timecard Audits and Payroll Support: Conduct detailed audits of timecards in Paylocity, ensuring compliance with company policies and accuracy in payroll processing.
• Compliance and Risk Management: Track certifications, manage documentation, and enforce adherence to regulatory and company standards across operations.
• Asset Tracking and Management: Maintain accurate records of equipment and tool inventories, ensuring efficient allocation, utilization, and reporting. Submit asset status changes and reassignments to the Fleet and Asset Department.
• Cross-Department Collaboration and Liaison: Work closely with Finance, Risk, HR, and Fleet teams to streamline operational processes and align with organizational goals.
• Vendor and Subcontractor Coordination: Support vendor and subcontractor onboarding, compliance tracking, and contract management to maintain operational integrity.
• Training and Development Administration: Track employee certifications to ensure compliance with company and regulatory standards.
• Incident Reporting and Resolution: Serve as a liaison for field teams to report, document, and assist in resolving operational or safety incidents promptly.
• Customer Communication: Provide administrative support for customer interactions, ensuring timely responses and accurate documentation.
• All Other Duties as Assigned: Perform additional tasks and responsibilities as directed by your supervisor to support the evolving needs of the business.

WHAT WE’RE LOOKING FOR

• Experience: A minimum of 2–3 years of experience in operational or administrative roles, with a preference for candidates who have worked in industries such as telecommunications, construction, or other skilled trades. Proven ability to handle diverse operational tasks in fast-paced environments is essential.
• Industry Knowledge: Familiarity with operational and financial processes, including billing reconciliation, project tracking, and vendor management. Experience in telecommunications or similar industries is preferred.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Excel, Word, Outlook) is required. Experience with project management software or other operational tools is a plus. Ability to analyze and interpret data to enhance operational performance is essential.
• Organizational and Administrative Skills: Highly organized and detail-oriented, with the ability to manage multiple priorities effectively. Strong skills in maintaining accurate records and coordinating tasks across departments.
• Communication and Collaboration: Excellent written and verbal communication skills, with the ability to collaborate effectively with internal teams, subcontractors, and external partners. Capable of addressing inquiries and delivering updates professionally.
• Problem-Solving and Adaptability: Demonstrated ability to resolve operational discrepancies and adapt to changing business needs. Strong analytical skills with a focus on process improvement.
• Data Management and Reporting: Proficiency in managing operational data, generating reports, and tracking performance trends. Ability to provide actionable insights for leadership decision-making.
• Work Ethic and Accountability: A strong sense of ownership, accountability, and a proactive approach to managing responsibilities. Maintains a professional and positive demeanor, fostering a productive and harmonious work environment.
• Confidentiality and Integrity: Ability to handle sensitive personal and confidential information with the utmost discretion, ensuring privacy and maintaining trust.
• Commitment to Process Improvement: Eagerness to identify inefficiencies and contribute to the continuous improvement of operational workflows. Proactively seek opportunities to enhance accuracy, efficiency, and productivity.

PHYSICAL & ENVIRONMENTAL CONDITIONS

• Work Environment: The role primarily involves office-based responsibilities, with occasional virtual collaboration or field coordination as required. The work environment is fast-paced and dynamic, requiring adaptability and focus.
• Physical Requirements: The position involves routine office tasks such as prolonged periods of sitting, computer usage, and document preparation. Occasional lifting of office supplies or equipment (up to 25 pounds) may be necessary.
• Confidentiality Requirements: This position requires handling sensitive personal and confidential information. A high level of integrity and discretion is essential to ensure privacy and maintain trust.
• Schedule Flexibility: The role requires flexibility to adjust to varying schedules, including potential extended hours during critical operational periods. Occasional availability outside of standard business hours may be necessary to meet deadlines or address urgent needs.
• Adaptability: The ability to manage multiple tasks and shifting priorities is essential in this role. The environment requires effective time management and problem-solving skills to meet deadlines.
• Virtual Communication: Proficiency in using digital communication tools is essential for remote collaboration and coordination with cross-functional teams.

LOCATION AND TRAVEL

• Primary Location: The role is based at the assigned operations location and requires an on-site presence to support day-to-day activities.
• Travel Requirements: Minimal travel may be required for training sessions, team meetings, or operational support across other locations. Travel is typically planned and communicated in advance.
• Lodging Expenses: Lodging expenses for any required travel will be covered by the company, ensuring accommodations meet business needs.
• Per Diem for Meals: A per diem will be provided for meal expenses incurred during approved travel.

EMPLOYEE BENEFITS

• Competitive Wages: Offering an hourly rate that is competitive within the industry.
• Paid Training: Providing training programs at no cost to the employee, ensuring skill development and career growth.
• Health Insurance: Comprehensive health insurance in accordance with the company benefits package.
• Paid Time Off (PTO): A PTO policy designed to support work-life balance and personal well-being.
• Company-Provided Uniforms: Uniforms are provided by the company, ensuring a professional appearance and compliance with safety standards.
• Technology: Essential technological tools, including a computer and necessary software applications required to perform job duties, are provided to enhance productivity and connectivity in the workplace.