Operations Service Assistant
Schedule: Monday – Friday
Location: Baton Rouge, LA
Office Hours: 7am – 4:30pm (Employees are expected to work 8 hours per day within this timeframe, subject to departmental needs and supervisor approval.)
The ideal candidate will have 5+ years of experience, preferably in an industrial or utility environment, but not required. The candidate must be capable of independently performing assigned functions which include procurement, client invoicing, scheduling employee training and site indoctrinations, and support to management. Must have strong attention to detail and analytical skills, excellent verbal and written communication skills, and proficiency with Microsoft Office Suite is preferred. Perform other tasks as requested.
EDUCATION/EXPERIENCE:
- 5+ years of related experience
- Previous experience with industrial contractor, preferred
- High school diploma or equivalent required; college coursework is a plus
ESSENTIAL DUTIES:
- Maintain and update the company job schedule in SharePoint.
- Process invoices, reconcile receipts, and document company purchases through Ramp.
- Assist with company events and other administrative projects as needed.
- Monitor employee training requirements and ensure compliance with client and job-site access requirements.
- Maintain accurate employee badging records, compliance checklists, and supporting documentation.
- Submit site access applications, badging forms, and driving permits on behalf of field personnel.
- Review upcoming job assignments to verify employee qualifications, training, and site-access eligibility.
- Coordinate background checks, drug and alcohol screenings with the Safety Administrator.
- Schedule and track required training through Alliance Safety Council, Gulf Coast, HASC, or ISN.
- Coordinate administrative onboarding activities for new employees.
- Create and maintain employee personnel folders, ensuring required credentials and documentation are uploaded and organized.
- Arrange required company safety training, site-specific training as needed
- Communicate OSHA 10 and CPR certification requirements to the Safety Department.
- Maintain and update employee onboarding checklists in SharePoint.
- Capture and distribute employee photographs for company identification and internal records.
- Monitor upcoming employee training and distribute reminders regarding expiring or required certifications.
- Coordinate annual company training for field technicians.
- Maintain company registrations and subscription renewals for compliance and contractor management platforms, including ISN, Veriforce, HASC, and Alliance.
- Upload and maintain current Certificates of Insurance (COIs) across applicable client and compliance portals.
- Prepare and distribute Certificates of Insurance upon request.
- Answer incoming calls, relay messages, and provide administrative support to division managers, superintendents, and foremen.
- Document Control administration
- Assist with special projects and additional operational needs as assigned.
- Assist with company events and other administrative projects as needed.
OTHER DUTIES:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Candidates will be required to pass initial screenings and maintain active status:
- Drug & Alcohol Test
- Fit for Duty (Physical)
- Criminal Background Check
- LA Driver’s License Status Check
