Administrative & Operations Specialist

Administrative & Operations Specialist Southeast Steel Systems Gibsonton, FL Job Details 1 day ago Qualifications Project team coordination Project reporting Record keeping Financial data reconciliation Microsoft Outlook Operations management Financial transaction processing Phone communication Processing cash transactions Data reporting NetSuite Executive administrative support Mid-level Fleet management Data management Continuous improvement Task prioritization Production planning Financial record maintenance Conflict management Profit & Loss statement Microsoft Teams SharePoint Waste collection Systems & applications support Deposits Managing executive calendars Excel formulas Document management Production scheduling Software training Communication skills Project stakeholder communication Progress tracking (project management tasks) Customer complaint resolution Time management Excel data analysis Full Job Description The Administrative & Operations Specialist is a central operational support role responsible for coordinating customer communication, project execution, administrative processes, and production planning activities. This position serves as a key point of contact between customers, internal teams, subcontractors, and executive leadership to ensure projects move forward accurately, efficiently, and professionally. The role also provides direct administrative support to executive leadership and assists with system usage, compliance tracking, and internal coordination. A high level of organization, discretion, responsiveness, and attention to detail is required. Core Responsibilities Customer & Project Coordination Serve as the primary point of contact for customers with active, scheduled, or completed projects Communicate project status, scheduling changes, and service updates clearly and proactively Document, manage, and resolve customer inquiries or issues through to completion, coordinating internally as needed Maintain a high standard of professionalism and represent the company positively at all times Production Planning & Project Tracking Coordinate and track project schedules, deliveries, materials, and changes as projects evolve Maintain job boards, tracking systems, and complete project documentation to ensure visibility across active work Create, organize, and maintain accurate project folders and records Support job-level reporting (including P&L tracking) in coordination with Accounting & Finance Vendor, Subcontractor & Compliance Support Manage vendor and subcontractor compliance requirements, including COIs, lien releases, and required documentation Request, track, process, and distribute COIs and lien releases for customers, vendors, and subcontractors Ensure all subcontractor documentation is complete prior to project start Assist subcontractors with logistics, scheduling updates, directions, and issue resolution as needed Administrative & Financial Support Process and document cash transactions accurately; reconcile ledgers and prepare bank deposits Handle administrative mail, check documentation, and notarized documents as required Maintain organized records and ensure timely coordination with Accounting Provide general administrative support to ensure smooth daily operations Asset, Fleet & Facility Coordination Coordinate job site resources, rentals, dumpsters, and equipment delivery, service, and call-offs Administer fleet and asset records, including registrations, renewals, maintenance tracking, and insurance claims Coordinate service requests for shop, job site, and field equipment Maintain office and job site waste and recycling services as required Systems & Process Support (NetSuite & MS365) Serve as an administrative super-user for NetSuite, supporting onboarding, training, and troubleshooting Assist with system adoption, process standardization, and continuous improvement Act as a resource for administrative and operational process questions related to system usage Must be highly proficient in Microsoft 365, including Excel, Outlook, Teams, and SharePoint/OneDrive Advanced Excel skills are required, including the ability to build and maintain spreadsheets, use formulas, manage data, and support reporting needs Must be able to use Microsoft 365 tools daily to track projects, manage communication, organize documentation, and support operational workflows The ability to create, maintain, and analyze data with a high level of accuracy and attention to detail is required Executive & Administrative Support Provide direct administrative support to executive leadership, including scheduling, document preparation, and follow-up Support administrative tasks as needed Handle sensitive and confidential information with discretion and professionalism Coordinate meetings, prepare materials, and track follow-up items for leadership initiatives and special projects Performance Expectations Success in this role is measured by: Professional and timely customer communication Accuracy and timeliness of administrative, financial, and documentation tasks Organization and completeness of project records Ownership and follow-through on assigned responsibilities Effective coordination across departments, vendors, and leadership Discretion, reliability, and professionalism in executive and HR support duties Required Skills & Competencies Strong customer service and conflict-resolution skills Excellent organizational and time-management abilities High attention to detail and accuracy Ability to manage multiple priorities in a fast-paced environment Strong written and verbal communication skills Proactive problem-solving mindset Ability to work independently and take ownership of responsibilities Comfortable handling confidential information Proficiency with administrative systems and willingness to learn new software Physical Requirements Ability to stand and walk on the production floor for extended periods throughout the day Ability to bend, kneel, stoop, and reach as needed to inspect materials and finished products Frequent use of hands for handling documents Ability to safely navigate a manufacturing and warehouse environment Work Environment Split work environment between office setting and active production floor Regular exposure to manufacturing conditions, including noise, dust, and varying temperatures Required use of personal protective equipment (PPE) while on the production floor Fast-paced environment with frequent movement between departments Computer & Office Requirements Prolonged periods of sitting at a desk and working on a computer Frequent use of ERP systems, spreadsheets, and reporting tools Ability to enter, review, and analyze data with a high level of accuracy Regular communication via email, phone, and internal systems Visual & Mental Demands Strong visual attention to detail Ability to read and interpret job specifications documentation Ability to manage multiple tasks, shifting priorities, and deadlines Strong focus and decision-making in a fast-paced operational setting