Office Support Specialist

Location:

Waterford

(100% On-Site)

Position Overview

We are seeking an organized, detail-oriented, and proactive Operations Support Specialist to join our team at the Waterford Service Center. In this vital role, you will serve as a central operational liaison—managing work orders, coordinating schedules, tracking workforce timesheets and overtime, and providing comprehensive administrative support across internal and external teams.

The ideal candidate thrives in a fast-paced environment, possesses strong technical aptitude with systems like SAP and MS Office, and has experience supporting field operations or represented workforces.

Key Responsibilities

• Work Order & Customer Coordination:

  • Initiate contact with internal and external customers; respond to inquiries via phone and email.

  • Create, validate, track, and update the status of work orders in enterprise management systems (SAP/Maximo).

  • Update and verify customer contact information and records.

  • Process 15-Day Notices for identified severe hazard locations.

  • Monitor and systematically file billing test results required for legal and court proceedings.

• Workforce & Schedule Administration:

  • Track and maintain weekly overtime logs for represented employees.

  • Perform daily monitoring and necessary corrections for employee timesheets.

  • Create and maintain weekly work schedules and daily rosters using Crew Management tools.

  • Collaborate with cross-functional business partners to facilitate seamless work order scheduling.

• Administrative & Logistics Support:

  • Manage Outlook calendars, process email requests, and schedule meetings/trainings via MS Outlook and MS Teams.

  • Capture and distribute meeting minutes and action items to leadership and teams.

  • Process and submit expense reports for departmental staff.

  • Order and maintain inventory for office supplies, cell phones, ID badges, and related equipment using internal e-forms.

  • Receive, sort, and distribute company and U.S. mail.

  • Submit IT Help Desk tickets and assist with routine office technology support.

  • Maintain departmental personnel records, distribution lists, and confidential files adhering to privacy standards.

• Operational Flexibility:

  • Stand ready to support emergency storm duties and operational responses as required.

  • Assist in other operational capacities as needed to support team objectives.

Qualifications & Requirements

• Education & Basic Experience:

  • High School Diploma or equivalent required.

  • Demonstrated experience in operational support, work coordination, and clear communication across all management levels.

  • Experience working with a diverse, represented (union) workforce is highly preferred.

• Technical Skills:

  • Experience utilizing enterprise database and work management systems (e.g., SAP, CRM, Maximo).

  • Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, SharePoint, Teams). Exposure to Power BI, PowerApps, and modern AI tools is a plus.

  • Demonstrated ability to analyze cost, scheduling data, and operational metrics.

• Soft Skills & Core Competencies:

  • Strong attention to detail, organizational skills, and strict adherence to procedures and guidelines.

  • Proven ability to protect confidential and sensitive company information.

  • Self-starter with strong problem-solving skills; capable of managing multiple assignments independently with minimal supervision.

  • Excellent interpersonal skills and team collaboration capabilities.

• Work Conditions & Physical Expectations:

  • Role Type: 100% daily on-site work in Waterford.

  • Storm / Duty Availability: Availability to work emergency storm response duties as needed.

  • Travel: Flexibility to travel to alternate company locations for meetings or training as required.

  • Maintain a professional appearance and standard of personal grooming.

Apply today!

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