Operations Administrator

Westphal & Company; Madison, Northern (WI, KY); Hybrid; USD 45,000 - 60,000; Full time

Job summary

Westphal & Co. in Madison, WI, is seeking an organized Operations Administrator to support payroll communications, warehouse operations, and project labor planning. You will coordinate union electrician hiring, maintain records, and collaborate with internal teams and partners to ensure accurate staffing information.

The ideal candidate is tech-savvy, adaptable, and able to manage multiple tasks in a fast-paced environment while staying professional and precise in communication and reporting.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Operations, Human Resources, or a related field preferred; equivalent experience will also be considered.
• Previous experience in an administrative, operations, workforce coordination, payroll support, construction, or similar role preferred.
• Experience working in a fast-paced environment with competing priorities.
• Strong computer and software skills with the ability to quickly learn and navigate new systems.
• Experience working with workforce management, labor management, ERP, scheduling, or similar software systems is preferred.
• Proficiency in Microsoft Office, particularly Excel, Outlook, and Teams.
• Strong attention to detail and ability to maintain accuracy while managing a high volume of information.
• Excellent organizational and time-management skills.
• Flexible and adaptable with the ability to adjust priorities as business and project needs change.
• Ability to work independently while also collaborating effectively with cross-functional teams.

Responsibilities

• Support the union hiring process for electricians, including coordinating hiring needs, maintaining accurate records, and communicating with internal teams and external partners as needed.
• Assist with payroll-related communications by helping gather, organize, and communicate information between employees, supervisors, and the payroll team.
• Support daily operational needs at the warehouse location, including coordinating requests, tracking information, and assisting with administrative and logistical needs.
• Utilize the company's labor management system to review project labor needs and help provide visibility into current and upcoming staffing requirements.
• Work closely with project managers and operations leadership to understand changing labor demands and assist with workforce planning.
• Maintain accurate records, reports, and data within various software systems.
• Prepare and communicate updates to appropriate team members to ensure timely follow-up and alignment.
• Prioritize and manage multiple tasks while adapting quickly to changing business and project needs.
• Build effective working relationships with employees and leaders across all levels of the organization.
• Communicate confidently and professionally while working with a variety of personalities and communication styles.
• Provide general administrative and operational support to the team as needed.

Skills

Organizational skills

Microsoft Office

Communication

Payroll support

Education

Business Admin degree or related

Tools

ERP systems

Labor management system

Scheduling software

Job description

Founded in 1931, Westphal & Co. is a full service electrical & technology contractor serving the Midwest and selected domestic markets from our headquarters in Madison, WI. Our primary markets include governmental, commercial, industrial, health care, and energy. We have both PE’s and RCDD’s on staff. The company performs work on everything from residential projects to the largest industrial projects. Our Globalcom Technologies division is a technology contractor specializing in structured cabling, security/CCTV, and cellular enhancement projects. In addition to construction, we also provide full preconstruction, design build services, Building Information Modeling (BIM), and prefabrication. Westphal & Co. Inc., is an Equal Opportunity Employer.

Westphal & Company is seeking a highly organized, detail-oriented Operations Administrator to support key operational functions across the organization. This role will play an important part in coordinating union electrician hiring efforts, supporting - payroll communications, assisting with warehouse operations, and helping project teams understand and plan for labor needs through our labor management system.

The ideal candidate is software savvy, adaptable, and comfortable working in a fast-paced environment where priorities can shift quickly. This person must be able to communicate effectively with a wide range of personalities, remain professional and confident in challenging situations, and maintaina high level of accuracy while managing multiple responsibilities.

ESSENTIAL DUTIES:

• Support the union hiring process for electricians, including coordinating hiring needs, maintainingaccurate records, and communicating with internal teams and external partners as needed.
• Assist with payroll-related communications by helping gather, organize, and communicate information between employees, supervisors, and the payroll team.
• Support daily operational needs at the warehouse location, including coordinating requests, tracking information, and assisting with administrative and logistical needs.
• Utilize the company's labor management system to review project labor needs and help provide visibility into current and upcoming staffing requirements.
• Work closely with project managers and operations leadership to understand changing labor demands and assist with workforce planning.
• Maintain accurate records, reports, and data within various software systems.
• Prepare and communicate updates to appropriate team members to ensure timely follow-up and alignment.
• Prioritize and manage multiple tasks while adapting quickly to changing business and project needs.
• Build effective working relationships with employees and leaders across all levels of the organization.
• Communicate confidently and professionally while working with a variety of personalities and communication styles.
• Provide general administrative and operational support to the team as needed.

QUALIFICATIONS & EXPERIENCE:

• Associate's or Bachelor's degree in Business Administration , Operations, Human Resources, or a related field preferred; equivalent experience will also be considered.
• Previous experience in an administrative , operations, workforce coordination, payroll support, construction, or similar role preferred.
• Experience working in a fast-paced environment with competing priorities.
• Strong computer and software skills with the ability to quickly learn and navigate new systems.
• Experience working with workforce management, labor management, ERP, scheduling, or similar software systems is preferred.
• Proficiency in Microsoft Office, particularly Excel, Outlook, and Teams.
• Strong attention to detail and ability to maintain accuracy while managing a high volume of information.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills .
• Flexible and adaptable with the ability to adjust priorities as business and projectneeds change.
• Ability to work independently while also collaborating effectively with cross-functional teams.

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 job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, manipulate, handle, or feel; and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

Work Environment:

Work is performed in an office environment with low to moderate noise levels. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Accessibility:

If you need an accommodation as part of the employment process please contact Human Resources at
Phone: [phone] (ext. 2016)
Email: [e-mail]

Equal Opportunity Employer, including disabled and veterans.