Administration Operations Manager

Position Summary

The Administration Operations Manager serves as a key member of the organization responsible for providing leadership, oversight, and execution of critical administrative, compliance, and operational support functions. This role is accountable for developing and maintaining the systems, processes, and controls necessary to support efficient business operations while ensuring compliance with applicable regulatory and company requirements.

The Administration Operations Manager acts as the central point of accountability for a variety of operational administrative functions, including invoicing, billing coordination, DOT compliance, CDL administration, fleet documentation, records management, contractor and employee records, regulatory tracking, and operational support activities. The position works closely with Operations, Accounting, Human Resources, Safety, and field personnel to improve communication, streamline processes, maintain compliance, and support the company’s continued growth.

The successful candidate will demonstrate strong organizational skills, attention to detail, initiative, sound judgment, and the ability to identify opportunities for continuous improvement while managing multiple priorities in a fast-paced environment.

Essential Functions and Responsibilities

Administrative Operations Management

• Provide leadership and oversight of operational administrative functions across the organization.
• Develop, implement, and maintain administrative processes that improve efficiency, accuracy, accountability, and consistency.
• Serve as the primary point of coordination for operational administrative requirements.
• Establish and maintain tracking systems, workflows, and reporting tools to support business operations.
• Identify opportunities to streamline processes and improve operational effectiveness.

Invoicing and Billing Administration

• Coordinate invoicing activities and administrative billing support functions.
• Monitor invoice processing workflows to ensure timely and accurate submission, approvals, and payment processing.
• Partner with Operations and Accounting to resolve invoicing discrepancies and maintain accurate records.
• Assist with reporting and tracking of operational expenditures and vendor-related costs.

DOT Compliance and Driver Administration

• Manage and administer Department of Transportation (DOT) compliance programs and required documentation.
• Maintain driver qualification files and CDL-related records in accordance with applicable regulations.
• Track and coordinate license renewals, medical certifications, driver training requirements, and compliance deadlines.
• Ensure documentation is current, complete, and audit-ready.
• Support compliance reviews, internal audits, and regulatory inspections.

Fleet and Asset Documentation

• Maintain documentation related to company vehicles, trailers, equipment, and fleet assets.
• Coordinate required registrations, inspections, permits, certifications, and related compliance requirements.
• Monitor renewal schedules and communicate upcoming requirements to appropriate stakeholders.
• Maintain accurate records and reporting related to fleet administration activities.

Records Management

• Maintain employee, contractor, operational, and compliance-related records.
• Ensure records are accurate, organized, secure, and retained in accordance with company policies and applicable regulations.
• Support document management initiatives and records retention programs.
• Enhance recordkeeping processes to improve accessibility and accountability.

Operational Support and Coordination

• Support field operations through timely and accurate execution of administrative responsibilities.
• Coordinate activities between Operations, Accounting, Human Resources, Safety, and field personnel.
• Assist with onboarding, contractor administration, and operational documentation requirements.
• Prepare reports, summaries, and status updates for management as requested.

Process Improvement and Compliance

• Identify administrative gaps, inefficiencies, and compliance risks.
• Develop corrective actions and process improvements to mitigate risk and improve performance.
• Establish repeatable procedures and operational controls to support organizational growth.
• Continuously evaluate administrative systems and recommend enhancements where appropriate.

Qualifications

Education

• Associate’s or Bachelor’s degree in Business Administration, Operations Management, Accounting, Human Resources, or a related field preferred.
• Equivalent combination of education and relevant work experience may be considered.

Experience

• Five (5) or more years of progressively responsible administrative, operations, compliance, or business support experience.
• Experience supporting operational environments within energy, industrial, transportation, construction, manufacturing, or related industries preferred.
• Experience with DOT compliance, CDL administration, fleet documentation, invoicing, or regulatory recordkeeping strongly preferred.
• Experience developing and implementing administrative processes and tracking systems preferred.

Knowledge, Skills, and Abilities

• Strong knowledge of administrative operations, compliance requirements, and records management practices.
• Ability to manage multiple priorities and deadlines with minimal supervision.
• Excellent organizational, analytical, and problem-solving skills.
• Strong attention to detail and commitment to accuracy.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and document management systems.
• Ability to work collaboratively across departments and levels of the organization.
• Demonstrated ability to exercise sound judgment, discretion, and professionalism.

Physical Requirements

• Ability to work in an office environment with occasional visits to operational facilities.
• Ability to sit, stand, and use a computer for extended periods.
• Ability to travel occasionally to company locations as needed.