Senior Operations Administrator

FLOWPOINT SERVICES LLC

3d•Onsite

About The Position

The Senior Operations Administrator is responsible for overseeing all office and workplace operations to ensure a well maintained, efficient, and professional work environment. This role provides leadership and direction to the Operations Administrators while maintaining accountability for all building related functions, office services, and vendor coordination. The Senior Operations Administrator ensures that office supplies appropriately stocked, cleaning services are coordinated, and all facility related needs are addressed promptly and effectively. This position serves as the primary point of escalation for facility issues and works closely with leadership to ensure the workplace supports employee productivity, safety, and operational needs.

Requirements

Advanced computer skills in MS Office, accounting software and databases.
Ability to manipulate and interpret large amounts of data.
Proven knowledge of bookkeeping and accounting principles, practices, standards, laws, and regulations.
High attention to detail and accuracy.
multiple priorities and meet deadlines in a fast-paced environment.

Responsibilities

Provide daily administrative support to operational divisions, ensuring field leadership has accurate, timely information.
Coordinate job start processes, including system setup, job board tracking, and required operational documentation.
Manage documentation, data entry, record keeping, and general office administration in support of operational needs.
Serve as a point of contact for administrative inquiries from both field and office personnel.
Oversee daily timekeeping entries and labor allocation for field employees.
Audit time punches, resolve discrepancies, and follow up on missing or inaccurate labor entries.
Ensure time is accurately entered on tickets, approved, and properly allocated to jobs.
Facilitate onboarding processes, including preparation and distribution of new hire packets and completion of required documentation.
Maintain employee administrative records with accuracy and confidentiality.
Coordinate housing, man camp, and lodging assignments for field personnel, ensuring accurate tracking and availability.
Maintain accurate operational records and support compliance with company policies and industry requirements.
Assist HR and HSE teams with compliance documentation, audits, and incident reporting as needed.
Monitor job cost performance, identify discrepancies, and escalate issues to leadership as appropriate.
Support operational billing by ensuring accurate tickets, documentation, and timely submission to accounting.
Act as the administrative point of contact for operations related procurement activities.
Coordinate with Accounting and Procurement to support vendor compliance and cost controls.
Track equipment rentals, fuel usage, third party services, and other operational costs.
Maintain preferred vendor lists and facilitate vendor communication and documentation.
Support administrative and operational systems including timekeeping, document management, and reporting tools.
Identify opportunities for process improvements and assist with implementation to improve efficiency and accuracy.