Administrative Assistant – Operations & Special Projects
1st Response Rail Service
About the Role
We are a growing mid-sized company seeking a highly organized, detail-oriented Administrative Assistant to support leadership and day-to-day operations. This role is ideal for someone who thrives in a fast-paced environment, enjoys taking ownership of special projects, and can balance administrative tasks with operational support.
The Administrative Assistant will work closely with the Division Manager and operations team, playing a key role in tracking costs, maintaining compliance, supporting billing and payroll accuracy, and ensuring operational efficiency across the organization.
Administrative & Special Projects
- Support the Division Manager with special projects and operational initiatives
- Maintain accurate records and documentation
- Assist with quality assurance (QA) training coordination and documentation
Operations & Compliance
- Manage toll accounts and reconciliation
- Handle registrations and renewals
- Maintain and distribute current insurance cards
Financial & Reporting Support
- Review non-PO invoices (rentals, subscriptions, mechanical repairs, etc.)
- Track hours worked and reconcile real-time payroll data
- Prepare labor cost ($) reports for billing purposes
Inventory & Asset Support
- Assist with inventory tracking and reconciliation
Qualifications
- Experience in an administrative or operations support role
- Strong attention to detail and organizational skills
- Comfort reviewing invoices, payroll data, and reports
- Proficiency with Microsoft Office and Google Workspace
- Ability to manage multiple priorities independently
Preferred Skills
- Payroll or time-tracking system experience
- Invoicing or billing support background
- Operations or field-service environment experience