Field Operations Administrator

Xl Construction - Milpitas, CA

Full-time

Remote - Milpitas, CA

Heavy and Civil Engineering Construction

About the position

The Field Operations Administrator at XL Construction is a full-time position based in Milpitas, CA, responsible for providing administrative and specialized support to the Vice President of Field Operations and the department. This role is crucial in ensuring that the Field Operations team can focus on achieving their goals and advancing program initiatives. The successful candidate will be a dynamic member of the team, demonstrating strong organizational skills, attention to detail, and the ability to manage time and priorities effectively. The position requires a proactive approach to calendar management, anticipating the needs of the Vice President, and maintaining alignment on priorities. The Field Operations Administrator will also be involved in various special projects, requiring the ability to conduct research, prepare reports, and manage documentation efficiently. In addition to calendar management, the role includes responsibilities such as organizing and filing documents, making recommendations for process improvements, and supporting the development and implementation of quality control programs. The administrator will lead the onboarding process for new hires, coordinate meetings and presentations, and act as a liaison between field operations and office-based teams. The ability to build strong relationships and collaborate effectively with team members at all levels is essential for success in this position. The work environment is fast-paced and dynamic, requiring adaptability and a positive attitude.

Responsibilities

• Proactively manage the calendar for the Vice President of Field Operations, anticipating needs and prioritizing requests.
• Execute and project manage various assignments as needed, including research and administrative support for special projects.
• Prepare data, reports, and analysis, and follow up on projects in a timely manner.
• Take dictation and transcribe notes from meetings, capturing key action items and sharing them with attendees.
• Organize and file documents manually and electronically, recommending process improvements as necessary.
• Lead the maintenance and updates of the Superintendent Execution Playbook and assist in developing procedures for document management.
• Support the development and implementation of the Quality Control program within Field Operations.
• Set up new personnel with the development dashboard in Smartsheet and manage onboarding processes for new hires.
• Coordinate logistics for quarterly Superintendent meetings, including materials and breakout sessions.
• Arrange offsite conferences and job site visits, including catering and travel arrangements.

Requirements

• Associate or Bachelor's degree preferred.
• Work experience at a project construction site is preferred.
• Proficiency with MS Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with Procore and Labor Chart is a plus.
• Technology savvy with experience in troubleshooting various technological components (PCs, smartphones, tablets).
• Strong verbal and written communication skills.
• Ability to adapt and change in a fast-paced, dynamic environment.
• Demonstrated support focus and ability to work with staff at all levels.

Nice-to-haves

• Experience with video conferencing and remote work tools.
• Creative problem-solving skills.
• Ability to multi-task and self-prioritize.