Note: The job is a remote job and is open to candidates in USA. TruAnchor is a specialty utility contractor and a subsidiary of Quanta Services, focused on providing essential infrastructure solutions. The Operations & Compliance Administrator plays a crucial role in maintaining accurate records and supporting various operational functions, including fleet management, safety administration, and bid portal management.
Responsibilities
- Coordinate day-to-day fleet activities for utility program vehicles
- Track vehicle assignments, availability, and operational needs
- Coordinate and document equipment transfers between locations, divisions, and job sites, ensuring records are updated and reconciled
- Maintain accurate fleet documentation including registrations, inspections, and compliance records
- Maintain and audit internal fleet systems and telematics updates for accuracy and consistency across platforms
- Schedule vehicle maintenance, service appointments, and repairs as needed
- Communicate with field technicians regarding vehicle access and fleet-related updates
- Process accounts payable invoices related to fleet operations, including vehicle and parts purchases, equipment leases and rentals, and fuel expenses, ensuring proper coding, approval, and timely payment
- Maintain OSHA recordkeeping and injury tracking, ensuring accurate and compliant documentation of incidents
- Review injury reports, relevant history, and follow-up needs, coordinating closely with the workers' compensation process (significant overlap; workers' comp experience required)
- Administer safety management platforms, covering training records and reporting, and contractor and program compliance
- Maintain and upload administrative and compliance records for various industry and safety organizations
- Process accounts payable invoices for occupational health and medical screening services, ensuring proper coding, approval, and timely payment
- Register and maintain company accounts across customer and e-procurement bid portals
- Keep portal profiles, contacts, and vendor information current and accurate
- Monitor portals for bid and RFP opportunities and download solicitation documents for the proposals team
- Maintain compliance documentation in each portal, including certificates of insurance (COIs), W-9s, certifications, and prequalification records
- Track document expiration dates and renew or replace records before they lapse
- Serve as administrative support for TruAnchor, maintaining office supplies, filing systems, and general administrative workflows
- Support scheduling, communication, and documentation across internal teams
- Assist with benefits administration and employee documentation
- Process vendor invoices accurately and on time, resolve billing discrepancies, and support month-end closing
- Assist leadership with financial tracking, budget monitoring, expense management, and reporting
- Prepare administrative and financial reports as requested
- Other duties as assigned
Skills
- Administrative support experience, including scheduling, documentation, and office coordination
- Hands-on experience with OSHA recordkeeping and injury/incident tracking
- Working knowledge of workers' compensation processes and medical report review
- Experience processing accounts payable invoices, including coding and approval workflows
- Experience with financial tracking, reporting, or month-end closing support
- Experience maintaining records or documentation in online portals or compliance systems
- Exceptional attention to detail, organization, and recordkeeping accuracy
- Strong written and verbal communication skills and the ability to work with internal teams and outside organizations
Company Overview