Operations Administrator (Madison, WI)

Westphal & Company, Inc.; Madison (WI); On-site; USD 52,000 - 73,000; Full time

Job summary

Westphal & Co., Inc. seeks an organized Operations Administrator to coordinate union electrician hiring, payroll communications, and warehouse operations. You will help project teams understand labor needs through our labor management system and work with project managers and leadership to plan staffing.

The ideal candidate is software savvy, adaptable, and capable of handling shifting priorities in a fast-paced environment, ensuring accuracy while managing multiple responsibilities.

Qualifications

• Associate or Bachelor’s degree preferred; equivalent experience considered.
• Experience in administrative, operations, workforce coordination, payroll support, construction, or similar role.
• Experience in a fast-paced environment with competing priorities.
• Proficiency in Microsoft Office, especially Excel, Outlook, and Teams.
• Experience with workforce management, labor management, ERP, scheduling, or similar software systems.

Responsibilities

• Support the union hiring process for electricians, including coordinating hiring needs and maintaining records.
• Assist with payroll-related communications by organizing information between employees, supervisors, and payroll.
• Support daily operational needs at the warehouse location and coordinate requests as needed.
• Utilize the labor management system to review project labor needs and provide visibility into staffing requirements.
• Work with project managers and operations leadership to understand changing labor demands and assist with planning.
• Maintain accurate records and data across software systems and prepare updates for teams.

Skills

Attention to detail

Communication

Time management

Software savvy

Education

Associate or Bachelor's degree in Business Administration/Operations/HR

Tools

Microsoft Excel

Outlook

Microsoft Teams

ERP systems

Labor management system

Job description

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 maintain a high level of accuracy while managing multiple responsibilities.

Our applications and resume submissions are carefully reviewed and vetted by a real person, without the use of AI or automated technology. Each submission receives personalized attention to ensure a thorough and thoughtful evaluation.

Key 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.

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.
• Strong written and verbal communication 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.

Physical Demands & 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.

Application

• Westphal & Co., Inc. is an Equal Employment Opportunity Employer and does not discriminate on the basis of race, color, gender, religion, age, national origin, citizenship status, veteran status, sexual orientation, genetic information, disability, and or any other basis protected by law or company policy.