Field Operations Administrator

Field Operations Administrator - Full-Time

Location: Milpitas, CA

Work schedule: Mon-Thurs onsite
Fri WFH (as necessary)      

This position reports directly to and is responsible for delivering administrative and specialized support to the Vice President of Field Operations and the department. To be successful, this position will function as a dynamic member of Field Operations to collaborate and assist their team members to focus on achieving goals and advancing program initiatives. The ability to self-assess, manage time and priorities, pay sharp attention to detail, strive to build and maintain strong relationships, and use of best judgement and discretion are required.

 Responsibilities:

• Primary point of contact for field labor coordination needs
• Communicate detailed information, such as time and specific locations to dispatch(ed) resources and ensure appropriate resources are allocated
• Coordinate internal Safety Training and external Union Tradesmen Field Training
• Outlook Calendar Management – Proactively plan and manage calendar for Vice President of Field Operations. Requires ability to anticipate, plan ahead, and use judgement to prioritize requests.  Communicates with leader in advance to keep apprised of what’s ahead, maintains alignment with leader on priorities, and carves out dedicated time for planning/strategy/reflection.  Collaborates and communicates (verbally and electronically) with other admins to make priority meetings possible.
• Special Projects – Willing and able to execute and/or project manage various assignment as needed.  Examples could include provide research and administrative support to special projects, preparing data, reports, analysis and follow-up on projects in a timely manner; take dictation and/or transcribe from handwritten material or other source; attend meetings and capture notes and key action items and sharing back with meeting attendees; type, format, and proofread a variety of materials including correspondence, memos, reports, charts, statistics, minutes of meetings, etc.
• Document Management & Process Control – Organizing and filing, manually and electronically as applicable. Make recommendations for process improvements when needed. Many of the special projects and examples are included, but not limited to those listed below.
• Superintendent Execution Playbook – the FOA is the lead for keeping this updated and assists in developing procedures on how documents get added and are posted on MILO.
• Quality Control – Work with Field Operations to support the development and implementation of the QC program.
• Development Dashboard – Set up all new personnel with the development dashboard in Smartsheet.
• Improve, create, and maintain Field Operations procedures.
• Onboarding of all Field new hires. Set up their first 90 days with meetings, their advisor, and dashboard.
• Leads the process and builds PowerPoint presentations for quarterly Superintendent meetings, including logistical coordination, materials, and breakout sessions.
• Work directly with Superintendents on quarterly Foremen meetings, including logistical coordination and catering.
• Monthly Field Safety meeting, works with presenters to get them set up and have them finalize the PPT.
• Arrange offsite conferences including registration and all travel arrangements for the group.
• Work with project teams to coordinate Jobsite visits, may include catering.
• Organize offsite 1:1’s with Superintendents. This includes establishing a location that is convenient for Super as well as providing proper travel time for all.
• Plan and align all GS meetings, including quarterly offsite meetings.
• Act as a department liaison to field operations.

 Knowledge, Skills, and Abilities:

• Associate or Bachelor’s degree preferred
• Work experience at a project construction site is preferred
• Proficiency with MS Office Suite – Outlook, Word, Excel, PowerPoint. Procore and Labor Chart a plus
• Technology Savvy – experience working with various technological components (PCs, smart phones, tablets) and their work-related applications. Video conferencing and other remote work tools. Ability to provide basic trouble shooting support
• Demonstrated support focus and ability to work with staff at all levels.
• Proven ability to build effective partnerships within field operations and office-based teams throughout the company
• Positive attitude, self-starter, collaborative
• Creative problem-solver, detail-oriented
• Strong verbal/written communication skills
• Ability to adapt and change in a fast paced, dynamic environment
• Able to multi-task and self-prioritize
• Reliable and punctual

XL is an Equal Opportunity Employer (EOE AA M/F Vet/Disability)

Qualified applicants are evaluated without regard to race, color, religion, sex, national origin, sexual orientation, political affiliation or belief, age, gender identity, disability, status as a protected veteran, or any other protected characteristic.