Assistant to the COO in Newport Beach, California at Bristol Management Services

Please contact Human Resources for the complete job description.

Summary/Objective:

As a valued member of our team, the Operations Assistant provides high-level administrative and operational support to the COO, preparing statistical reports, handling information requests, and performing clerical and administrative functions such as preparing correspondence, , arranging travel, and supporting daily business operations across multiple company locations. This role also assists with operational reporting, vendor coordination, purchasing support, and special projects within the ready-mix, aggregate, and trucking divisions.

Supervisory Responsibilities: None

Essential Functions:

• Serve as the primary point of contact for internal and external communications directed to the COO.

• Draft, proofread, and edit correspondence, reports, and presentations on behalf of the COO.

• Assist in tracking progress on key projects and initiatives, ensuring deadlines are met and milestones are achieved.

• Prepare expense reports, reconcile receipts, and manage other administrative tasks efficiently.

• Arrange travel itineraries, including flights, accommodations, and ground transportation.

• Organize and maintain filing systems for documents, records, and confidential information.

• Analyze data and summarize findings to the COO to support strategic decision-making.

• Run daily and weekly production yardage reports and distribute to designated leadership for monthly and annual reporting purposes.

• Compile plant production reports and daily summaries from all locations to create Daily Summary and Hours reports for executive leadership, plant managers, and other stakeholders.

• Monitor fuel pricing trends, update daily fuel quote reports, audit fuel invoices, investigate discrepancies, and coordinate with vendors or sales representatives as needed.

• Collect, organize, and retain delivery tickets and related operational documentation from plant managers.

• Evaluate returned concrete classified as potential company error and approve adjustments in accordance with company guidelines.

• Design and coordinate creation of signs, banners, notices, and visual materials for plant locations, safety initiatives, and operational needs.

• Coordinate annual and as-needed purchasing of safety vests and related PPE for all affiliated companies and operating divisions.

• Provide administrative and operational support to plant managers, department leaders, and designated management personnel as needed.

• Assist with special assignments, legacy processes, and transitional responsibilities as directed by management.

• Handle sensitive information with the utmost confidentiality and discretion.

• Maintain trust and integrity in all interactions, demonstrating professionalism and ethical conduct.

• Correspond with regulatory agencies on issues regarding operations and development.

• Maintain and track registrations for approximately 700 pieces of equipment, including preparing renewal lists, verifying registrations, coordinating with locations, obtaining payments, submitting renewals, updating vehicle records, and filing completed documents.

Non-Essential Duties:

• Attend meetings to record minutes.

• Performs other duties as assigned.

Core Competencies:

• Excellent verbal and written communication skills.

• Excellent interpersonal skills and integrity to handle confidential information.

• Strong organizational skills, with the ability to work in a high-volume environment.

• Advanced reporting, spreadsheet, and data management skills.

• Knowledge of Ready Mixed, Aggregate, Concrete and or Construction industries.

• Exceptional problem-solving skills, addressing challenges and finding solutions proactively.

• Adaptable and flexible, ability to thrive in a fast-paced, dynamic environment with shifting priorities and deadlines.

• Vendor coordination and purchasing support experience.

• Professionalism and discretion demonstrated integrity, professionalism, maintaining a positive attitude and demeanor while representing the COO and the company.

Position Type/Expected Hours of Work

This is a full-time position. General days and hours of work are Monday through Friday, hours to be determined. Not eligible for remote work. Occasional evening and weekend work may be required as job duties demand.

Travel Required: Occasional travel.

Preferred Education and Experience

• 3+ years of experience working in an office setting, as an assistant or relevant experience.

• Bachelor’s degree in business administration, or relevant field.

• Proficient with Microsoft Office Suite.

Additional Eligibility Qualifications:

Work Authorization/Security Clearance (if applicable): None

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.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, smartphones, photocopiers, filing cabinets and scanners. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or listen. The employee frequently is required to use hands or finger, handle, or feel objects, tools, or controls. The employee is occasionally required to stand, walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus. The noise level in the work environment is usually moderate. ________________________________________This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.