Operations Assistant (Finance)

Job Description

Job Summary:
The Operations Assistant provides administrative and logistical support to the Operations Manager and Operations Superintendent. This role helps ensure smooth daily operations by assisting with documentation, communication, scheduling, and coordination of resources. The Operations Assistant plays a key role in maintaining efficiency while adhering to safety and compliance standards.
Essential Functions:

Operations Support:

Assist in organizing and coordinating operational activities to support project goals.
Support the Operations Manager and Operations Superintendent in tracking and managing operational workflows.
Help monitor project progress, ensuring adherence to schedules and quality standards.
Assist with inventory tracking and ordering supplies as needed.
Assist in identifying operational challenges and propose solutions to improve efficiency.
Assist in gathering and organizing data for operational reporting.

Safety and Compliance:

Support safety initiatives by helping to coordinate safety meetings and training sessions.
Assist with maintaining records of safety inspections and compliance documentation.
Ensure proper documentation of safety procedures and adherence to company policies.
Support the Operations Manager in logging and responding to safety incidents or operational disruptions.
Assist in investigating issues, gathering documentation, and coordinating with relevant departments to resolve problems.

Resource Coordination:

Assist with scheduling and tracking equipment maintenance to minimize downtime.
Help coordinate with field teams to ensure they have the necessary materials and resources.
Support communication between project teams and leadership to facilitate efficient operations.

Reporting and Documentation:

Prepare and organize reports, including production updates, equipment logs, and incident records.
Assist in the submission and processing of timecards and daily production reports.
Maintain confidentiality of all sensitive data and company records.
Help coordinate employee training sessions and track attendance/certifications.
Help maintain vendor records and assist with order tracking.

Administrative Assistance:

Provide general administrative support, including data entry, scheduling, and filing.
Assist in drafting and distributing communications related to operations.
Help manage logistics for team meetings, training sessions, and other operational activities.
Identify opportunities for improving workflow efficiency and suggest process enhancements.
Assist in implementing new procedures and documenting best practices.

Stakeholder Engagement:

Communicate with vendors, suppliers, and external partners as directed by leadership.
Assist in organizing compliance-related documents and communications.

Competencies:

· Attention to Detail: Accomplishing tasks by considering all areas involved no matter how small; showing concern for all aspects of the job, accurately checking processes and tasks, being watchful over a period of time.
· Communication Skills: The ability to communicate clearly both verbally and written.
· Adaptability: The ability to adapt to continuous change and business needs.
· Innovation: The ability to generate and implement original ideas and practices.
· Professional Development: Commitment to ongoing professional development and staying up to date with industry trends.
· Confidentiality: Ensures the confidentiality of all sensitive data.
· Initiative: Solves complex issues with good results, takes proactive steps to support team goals and address issues before they escalate, and seeks out opportunities to contribute beyond assigned duties to benefit the team.
· Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
· Teamwork: The ability to effectively collaborate with others to achieve common goals and objectives. This involves working cooperatively with team members, valuing diverse perspectives, and contributing to a supportive and productive team environment.
· Dependability/Reliability: Can be relied upon to complete tasks and meet deadlines, demonstrates a high level of reliability in all aspects of work, maintains regular attendance and punctuality, and meets commitments consistently.
· Multitasking: Handling multiple tasks simultaneously while maintaining quality and efficiency.
· Time Management: The ability to effectively manage time and prioritize tasks to meet deadlines.
· Decision Making/Judgement: The ability to recognize and respond to problems, systematically gather information, sort through complex issues, seek input from others, address root cause of issues, make timely decisions, make difficult decisions, use consensus when possible, and communicate decisions to others.
· Compliance: Adheres to all regulatory and organizational policies and procedures.
· Knowledge of Position: Understanding principles, practices, and standards of job or department.
· Quality of Work: Demonstrates accuracy and thoroughness, looks for ways to improve and promote quality, applies feedback to improve performance, and monitors own work to ensure quality.

Work Environment:

All work is performed outside in various weather conditions (i.e. heat, cold, wind, sun, inclement weather).
Exposure to all types of terrain.
Exposure to elements of nature on a regular basis.
Exposure to loud noise.
Exposure to fumes, odors, gases, dust, etc.

Physical Demands:

Must have excellent visual and auditory capabilities in order to manage sight and sounds in a hazardous forestry environment.
Specific vision abilities required include close, distance, peripheral, depth perception, and ability to adjust focus.
Coordination between hands, eyes, and feet to guide equipment and objects is required.
Must be able to push, pull, climb, sit, and stretch regularly.
Must be able to be alert and cognitive of multiple concurrent activities on project site.
Must be able to mount and dismount safely off vehicles and equipment.
Must be able to wear appropriate personal protective equipment.
Must be able to walk on uneven terrain.
Must be able to lift up to 50 pounds.
Must be able to work overtime as requested.

Travel Required:

Position travels outside the local area but usually within Northern California 50% of the time.

Required Education and Experience:

Minimum 2 years' experience in a support role.
High School education or equivalent preferred.
Forestry: 1 year (preferred).

Additional Eligibility Requirements:

Flexibility to work up to 10-hour shifts, Monday to Friday, and Saturdays as required by operation needs.
Must have a valid driver's license.
Clean driving record for the past 5 years.
Must pass pre-employment drug screen.

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.