Position Information

Primary Role

New Jersey American Water is seeking a Sr. Operations Support Administrator to join our team in Hillsborough, NJ. As a lead, you will support and coordinate day-to-day operational functions including scheduling, customer relations, asset management, and reporting. The ideal candidate will have strong administrative experience in a fast-paced environment, as well as experience supporting operational counterparts and business leaders.

The Sr Operations Support Administrator is responsible for providing enhanced administrative and operational support for departmental and field operations. This senior‑level support role applies in‑depth knowledge of company processes, systems, and policies to independently coordinate complex administrative activities, resolve issues, and serve as a trusted resource to operations leadership, internal partners, and customers.

Key Accountabilities

• Provide administrative support to managers and departments for operations and special projects, applying in‑depth knowledge of company processes, systems, and priorities

• Coordinate travel arrangements and maintain departmental calendars and meeting schedules, proactively resolving conflicts and advising leaders on scheduling efficiencies

• Prepare, review, and distribute correspondence, reports, and meeting minutes, ensuring accuracy, alignment with company standards, and appropriate distribution

• Oversee inventory of office supplies, equipment, and materials, monitoring usage trends, resolving discrepancies, and placing replenishment orders in accordance with established guidelines

• Coordinate the permitting process by obtaining permits and assembling standard documentation, verifying completeness and compliance with requirements

• Point of contact for escalated customer or operational issues, requiring advanced system knowledge, cross‑functional coordination, or policy interpretation and exercising judgment in escalating complex or sensitive matters

• Explain company processes, procedures, and system workflows to customers and internal partners, serving as a resource 

• Monitor, research, and respond to assigned BPEMs in accordance with established guidelines, identifying trends or recurring issues and escalating as appropriate

• Coordinate work order preparation and completion, ensuring adherence to policies, procedures, and system requirements and providing guidance to staff

• Enter, audit, update, and track work orders in systems, identifying and correcting discrepancies.

• Ensure accurate and timely data entry across business systems, databases, and spreadsheets, using system knowledge to prevent and resolve errors

• Compile, review, and validate daily, weekly, and monthly reports using predefined formats, confirming data accuracy and flagging anomalies

• Research, maintain, and update information in tracking systems and document repositories, ensuring records are accurate, complete, and audit‑ready. 

• Maintain organized and reliable operational records related to operations, customer activity, and departmental processes in accordance with retention standards

Additional Key Accountabilities

• Initiate and monitor routine purchasing transactions, including purchasing card and fleet‑related expenses, ensuring compliance with policies and resolving discrepancies

• Coordinate and support inventory tracking and reporting, reconciling variances and maintaining accurate inventory records

• Support vendor setup and invoice processing, researching and resolving routine billing or delivery discrepancies and escalating issues as needed

• Review payroll documentation for completeness and accuracy prior to submission.

• Support accounts payable and receivable activities, including invoice entry, receipt processing, payment tracking, and issue resolution

• Prepare deposit documentation and supporting materials, ensuring accuracy and completeness.

• May prepare complex operational reports and perform basic trend analysis to support departmental planning and decision‑making

• Resource for onboarding and ongoing enablement of administrative staff by sharing knowledge, reinforcing best practices, and advising on processes and procedures

• The duties and responsibilities listed are representative of the work performed by employees in this role and are not intended to be exhaustive. Specific responsibilities may vary based on business needs, location, operational requirements, and organizational assignment

Knowledge/Skills

• Knowledge of customer and/or operations support practices.

• Intermediate level experience with computerized systems, database management, spreadsheet and word-processing programs to process data and create reports.

• Strong knowledge of computer software such as MS Word, Excel and Outlook

• Process and project management skills.

• Good business acumen and judgment.

• Good quantitative and analytical skills; attention to detail.

• Good verbal and written communication skills (e.g., report writing, listening, plan reading and creating, and presentation).

• Strong interpersonal skills (e.g., tact/diplomacy, persuasion, team building, cooperation, leadership, ability to motivate others

Experience/Education

• High School diploma or GED
• 5+ years’ experience in clerical / administrative support 

Work Schedule

• Full-time, on-site
• Monday-Friday, day shift
• Overtime as needed

Travel Requirements

• Local travel may be needed
• Valid state driver's license

Competencies