Note: The job is a remote job and is open to candidates in USA. TruAnchor is a specialty utility contractor providing infrastructure inspection, remediation, maintenance, and utility support services. The Supervisor of Administration provides centralized administrative support across fleet operations, safety compliance, finance, procurement, and bid portal management while maintaining accurate, audit-ready records and coordinating with internal teams and external partners.
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
- Organization and time management: able to manage multiple systems, deadlines, and recurring tasks simultaneously
- Accuracy and integrity in handling sensitive medical, safety, and financial records
- Problem-solving and follow-through, especially when reconciling records across systems
- Discretion and confidentiality with medical and workers' compensation information
- Collaboration and dependability as a point of contact for internal teams and external partners
- This role is primarily office-based or remote/hybrid with minimal travel
- Stationary position: frequently (office-based work)
- Lift/carry: less than 20 lbs
Benefits
- Remote/hybrid work arrangement
- Minimal travel
Company Overview