Field Operations Admin & Logistics Lead

IK Systems; Town of Victor (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

IK Systems is seeking an Administrative Coordinator to provide administrative and logistical support for field operations. The role reports to the EVP of Operations and supports Operations leadership, PMO, and Service with scheduling, travel, and fleet management.

You will balance operational needs with budgets, assign technicians, coordinate onboarding, and ensure compliance records are up to date. Strong organizational skills and meticulous recordkeeping are essential.

Qualifications

• 3+ years supporting field operations, logistics, or multiple department leaders.
• Experience arranging business travel.
• Valid Driver's License; OSHA 10 and OSHA 30 within 1 year of employment.
• Experience maintaining shared records and trackers relied on across a team.
• Experience in construction, low-voltage, or a related technical field preferred.

Responsibilities

• Assigns and sequences technicians against project schedules, contractual service obligations, and emergency dispatch by matching assignment to certification, licensure, and site-access clearance, not availability alone.
• Arrange and adjust all field and corporate travel, including airfare, lodging, rental vehicles, and ground transportation, sequencing arrivals against jobsite start times and site access windows, rebooking as weather, site conditions, or emergency dispatch require, and keeping itineraries accessible to field teams and their supervisors.
• Evaluate travel options on total cost to the company, including fare, routing, lodging, timing, and associated labor time, and commit expenditures above budgeted amounts where a lower-priced option would result in greater overall cost.
• Reconcile travel and company card charges with Finance, and report travel spend against project budgets to the assigned Project Manager and the EVP of Operations.
• Support the directors and managers of Operations, the Project Management Office, and Service with meeting coordination, document preparation, correspondence, and shared operational trackers.
• Communicate project awards, crew assignments, and operational updates to the field.
• Coordinate new hire onboarding logistics with the HR Operations Coordinator.
• Manage the company fleet, including preventive maintenance and repair scheduling around crew assignments, new vehicle acquisition, registration, titling, DMV reporting, and insurance enrollment.
• Administer vehicle credentials and accounts, including parking passes, toll transponders, and fuel cards.
• Maintain fleet records so that vehicle status, assignment, and service history are current and available to Operations leadership.
• Partner with the Director of Compliance on compliance documentation and reporting, including assembling records for internal reviews, customer audits, and regulatory requests.

Skills

MS Office suite

Travel coordination

Fleet administration

Documentation & records

Communication

Education

High School Diploma

Associate or Bachelor's degree

Tools

Fleet tracking software

Corporate travel platform

Job description

IK Systems is seeking an Administrative Coordinator to provide administrative and logistical support for field operations. The role reports to the EVP of Operations and supports Operations leadership, PMO, and Service with scheduling, travel, and fleet management.

You will balance operational needs with budgets, assign technicians, coordinate onboarding, and ensure compliance records are up to date. Strong organizational skills and meticulous recordkeeping are essential.