Operations Compliance Administrator

Summary

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

Qualifications

Must Haves

• 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