The Operations Data Administrator reports directly to the General Manager and provides data, reporting, administrative, and customer service support for the operation. This position is responsible for maintaining accurate operational information, developing reports and tracking tools, identifying and monitoring performance trends, and assisting the General Manager with data-driven operational oversight.

The ideal candidate is highly computer proficient, analytical, organized, and able to quickly learn and navigate new software applications. This individual must be comfortable working with large amounts of information, identifying trends and discrepancies, creating reports, and communicating professionally with employees, customers, clients, and other stakeholders.

Essential Duties & Responsibilities

• Collect, enter, maintain, validate, and reconcile operational data across multiple systems and applications.
• Develop and maintain Excel spreadsheets, trackers, logs, dashboards, and recurring reports.
• Create and utilize Excel PivotTables and other reporting tools to organize data, identify trends, and monitor operational performance.
• Analyze historical and current data to identify patterns, recurring issues, performance gaps, and emerging trends.
• Maintain trend logs and provide regular summaries of key findings to the General Manager.
• Compile daily, weekly, monthly, and ad hoc reports for management review.
• Assist the General Manager with data collection, reporting, presentations, special projects, and other administrative responsibilities.
• Review reports and records for accuracy and proactively identify discrepancies requiring follow-up.
• Learn and efficiently navigate multiple operational software applications and reporting platforms.
• Maintain organized electronic records, files, reports, and supporting documentation.
• Answer incoming telephone calls, provide professional customer service, accurately document concerns, and appropriately route or escalate inquiries.
• Communicate professionally with customers, employees, management, clients, and external stakeholders.
• Maintain confidentiality when handling employee, customer, operational, and business information.
• Perform additional administrative and operational support duties as assigned.

Required Skills & Qualifications

• Intermediate-to-advanced Microsoft Excel proficiency, including PivotTables, formulas, sorting, filtering, data organization, and trend analysis.
• Strong proficiency with Microsoft 365 applications, including Excel, Word, Outlook, PowerPoint, and Teams.
• Demonstrated ability to quickly learn and adapt to unfamiliar software, databases, and technology.
• Ability to interpret data and translate information into meaningful trends, summaries, and reports.
• Strong computer, data-entry, and keyboarding skills with a high degree of speed and accuracy.
• Ability to efficiently navigate multiple applications and computer systems simultaneously.
• Strong analytical and problem-solving skills.
• Exceptional attention to detail and ability to identify data discrepancies.
• Strong organizational and time-management skills with the ability to manage competing priorities.
• Strong written and verbal communication skills.
• Excellent customer service and telephone etiquette.
• Ability to interact professionally with customers and effectively handle questions, concerns, and sensitive situations.
• Ability to work independently, anticipate needs, take initiative, and complete assignments with limited supervision.

Preferred Qualifications

• Previous experience in data administration, operations administration, reporting, business analysis, or a similar role.
• Experience developing reports, trackers, PivotTables, dashboards, or other data-analysis tools.
• Experience working with operational databases, scheduling systems, transportation software, HRIS, ERP, CRM, or similar business applications.
• Experience supporting senior or executive-level management.
• Transportation, transit, logistics, dispatch, call center, or other high-volume operational experience preferred.

Key Competencies

Data Analysis | Trend Identification | Microsoft Excel | PivotTables | Reporting | Technology Adaptability | Customer Service | Data Accuracy | Learning Agility | Problem-Solving | Organization | Executive Support