Operations Assistant - Marine Construction

Crofton; Portsmouth (VA); On-site; USD 42,000 - 56,000; Full time

Job summary

Crofton is seeking an Operations Assistant in Portsmouth, VA, to provide direct administrative, scheduling, and coordination support to the Director of Construction Operations and assist the Field Operations Manager with division-wide needs.

The role manages calendars, the HCSS Resource Planner, and routine communications, while supporting labor and equipment scheduling and coordinating information across departments including Projects, Field Operations, Equipment, Purchasing, Safety, and HR.

Qualifications

• High school diploma or equivalent required; related business, construction, logistics, or operations education preferred.
• Minimum of three years of administrative, operations, scheduling, construction, or related experience preferred.
• Experience supporting a department leader in construction, marine, industrial, or field operations preferred.
• Experience with HCSS, resource-planning software, scheduling systems, or operational calendars preferred.

Responsibilities

• Provide direct administrative support to the Director of Construction Operations and assist the Field Operations Manager as needed.
• Manage calendars, meeting invitations, schedules, reminders, and appointments for department leadership.
• Coordinate division meetings and planning sessions, including agendas, materials, action items, and follow-up.
• Draft and distribute routine emails, notices, reports, and other communications as directed.
• Maintain division files, contact lists, schedules, forms, deadlines, and outstanding items.
• Complete miscellaneous administrative assignments and handle sensitive information professionally.
• Serve as the primary day-to-day administrator of the HCSS Resource Planner for Construction Operations.
• Enter and maintain labor, crew, equipment, and project assignments based on approved information.
• Maintain daily, weekly, and forward-looking schedules, including employee and equipment availability.
• Review schedules for missing information, duplicate assignments, and apparent conflicts.
• Gather resource requests and prepare the planner for weekly labor and equipment meetings.
• Update the planner after approved decisions and communicate assignments to appropriate personnel.
• Maintain notes regarding schedule changes, mobilizations, and special instructions.
• Assist the Field Operations Manager with employee communications, scheduling notices, records, forms, and recurring administrative tasks.
• Communicate approved schedule changes caused by project needs, availability, weather, or equipment conditions.
• Prepare and distribute schedules, assignment lists, checklists, contact information, and instructions.
• Coordinate routine information among Construction Operations, Project Management, Field Operations, Equipment, Purchasing, Safety, Accounting, and Human Resources.
• Receive routine requests, gather information, route matters appropriately, and maintain related records.
• Assist the Director of Construction Operations with administration, vendor communication, and ordering for special assignments outside normal project processes.
• Maintain department spreadsheets, trackers, templates, checklists, and recurring reports.
• Compile labor, equipment, staffing, and assignment information for management review.
• Follow up on missing information and support approved administrative process improvements.Perform other related duties and special projects as assigned.

Skills

Strong organizational

Scheduling management

Attention to detail

Communication skills

Independent work

MS Office proficiency

Education

High school diploma

3+ years admin/ops scheduling experience

Tools

HCSS Resource Planner

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

The Operations Assistant provides direct administrative, scheduling, and coordination support to the Director of Construction Operations and assists the Field Operations Manager with division-wide operational needs.

This position manages calendars and meetings, maintains the HCSS Resource Planner, supports labor and equipment scheduling, coordinates routine communications, and completes administrative tasks for department leadership and field operations.

Duties/Responsibilities:

Administrative Support

• Provide direct administrative support to the Director of Construction Operations and assist the Field Operations Manager as needed.
• Manage calendars, meeting invitations, schedules, reminders, and appointments for department leadership.
• Coordinate division meetings and planning sessions, including agendas, materials, action items, and follow-up.
• Draft and distribute routine emails, notices, reports, and other communications as directed.
• Maintain division files, contact lists, schedules, forms, deadlines, and outstanding items.
• Complete miscellaneous administrative assignments and handle sensitive information professionally.

HCSS Resource Planner and Scheduling Support

• Serve as the primary day-to-day administrator of the HCSS Resource Planner for Construction Operations.
• Enter and maintain labor, crew, equipment, and project assignments based on approved information.
• Maintain daily, weekly, and forward-looking schedules, including employee and equipment availability.
• Review schedules for missing information, duplicate assignments, and apparent conflicts.
• Gather resource requests and prepare the planner for weekly labor and equipment meetings.
• Update the planner after approved decisions and communicate assignments to appropriate personnel.
• Maintain notes regarding schedule changes, mobilizations, and special instructions.

Field Operations and Department Coordination

• Assist the Field Operations Manager with employee communications, scheduling notices, records, forms, and recurring administrative tasks.
• Communicate approved schedule changes caused by project needs, availability, weather, or equipment conditions.
• Prepare and distribute schedules, assignment lists, checklists, contact information, and instructions.
• Coordinate routine information among Construction Operations, Project Management, Field Operations, Equipment, Purchasing, Safety, Accounting, and Human Resources.
• Receive routine requests, gather information, route matters appropriately, and maintain related records.

Special Projects and Process Support

• Assist the Director of Construction Operations with administration, vendor communication, and ordering for special assignments outside normal project processes.
• Maintain department spreadsheets, trackers, templates, checklists, and recurring reports.
• Compile labor, equipment, staffing, and assignment information for management review.
• Follow up on missing information and support approved administrative process improvements.Perform other related duties and special projects as assigned.

Required Skills/Abilities:

• Strong organizational, administrative, time-management, with persistence to see tasks to completion.
• Ability to manage calendars, meetings, communications, schedules, and competing priorities.
• High level of accuracy, attention to detail, and sound judgment.
• Strong written and verbal communication skills, including professional emails, notices, and reports.
• Ability to work independently while supporting department leadership.
• Ability to recognize missing information, scheduling conflicts, and matters requiring attention.
• Ability to communicate effectively with office personnel, field employees, managers, and vendors.
• Ability to handle confidential information in a fast-paced construction environment.
• Strong proficiency with Microsoft Office, including Outlook, Excel, Word, Teams, and PowerPoint.
• Ability to learn and administer HCSS Resource Planner and other company systems.

Education and Experience:

• High school diploma or equivalent required; related business, construction, logistics, or operations education preferred.
• Minimum of three years of administrative, operations, scheduling, construction, or related experience preferred.
• Experience supporting a department leader in construction, marine, industrial, or field operations preferred.
• Experience with HCSS, resource-planning software, scheduling systems, or operational calendars preferred.

Physical Requirements:

• Prolonged sitting and computer work, including repetitive hand and finger motions; must lift up to 20 pounds.
• Occasional travel to construction, marine, yard, warehouse, and waterfront locations with uneven terrain and related hazards.