Ad Operations Assistant Jobs in Wisconsin (NOW HIRING)

WHY JOIN BALLARD MARINE CONSTRUCTION?
Ballard Marine Construction is a specialty marine and underwater contractor based in Washougal, WA, with regional offices and projects throughout North America.
Why join Ballard? It's simple. You get to work on amazing technical projects with like-minded team members. The Ballard culture is second to none, and because of that we are incredibly protective and particular on who we invite onto the team. We have a unique culture of true excellence; we hold each other accountable from our newest interns and engineers to our most senior leaders. You will always go to work knowing that everyone you are working with cares as much as you do and is working hard to reach common goals. You will get out of it what you put into it. Ballard is an amazing place to work and if what we've said resonates with you, you just might be right for us!
Our projects are built in some of the most challenging marine environments in North America from busy ports and working waterfronts to critical infrastructure that keeps communities moving and industries operating. But project success isn't driven by the field alone. Behind every successful project is a team of operations professionals ensuring the right information, processes, and support are in place to keep work moving forward. If you're someone who thrives on organization, accuracy, accountability, and being the person others rely on to get the details right, this opportunity was built for you!
Job Summary:
The Project Operations Assistant plays an important role in supporting field and project operations through accurate workforce data management, payroll support, and prevailing wage administration across active construction projects. During the first year, the primary focus of this role will be field time entry, payroll support, and prevailing wage administration, helping ensure employees are paid accurately, labor costs are properly captured, and project teams have reliable workforce data to support operations. Working closely with field teams, Payroll, and Project Controls, this role helps ensure labor information is entered accurately and payroll-related data is maintained in a timely manner. The position requires exceptional attention to detail, strong organizational skills, and the ability to manage high-volume data in a fast-paced construction environment. As the individual grows within the role, opportunities will expand into broader project operations and administrative support functions.
This is not a remote position, and is located at our Ballard Office in Neenah, WI. At this time we are not offering relocation, or remote/hybrid work.
Ideal Candidate:
Core Attributes:
• Grit and Resiliency - We dig deep to figure out how to make things happen no matter how impossible it seems. We never give up. We take on challenges that nobody else can; or will.
• Comradery and Inspirational - We are a hard-working team of likeminded individuals working toward a common goal. We regularly celebrate wins and like to have fun whether at work or at play. We come together each day looking for ways to instill life and energy into the world around us.
• Driven and Competitive - We love competition. We love to win and love to learn when we lose. Not getting the job done is not an option. We are obsessed to do our best and we do what it takes to win.
• Trustworthy and Respectful - We are passionate about honesty, authenticity and transparency. No lies. No drama. No politics. We value constructive conflict and ensure that even in conflict we treat others with respect.
• Ownership and Accountability - When something goes wrong, we first "look in the mirror" before we "look out the window". We ask "what could I have done differently?" and then we share lessons learned. Regularly challenging ourselves and those around us to be better is a way of life. "Me first" belongs here.
Education:
• High School diploma or equivalent
• Driver's License
Experience:
• 2+ years of working administrative experience, preferably in a related role
• Experience with employee timekeeping and payroll processes preferred
• Familiarity with prevailing wage projects and union/non-union pay structures preferred
• Construction industry experience preferred
Skills:
• Exceptional attention to detail and accuracy
• Ability to manage high-volume data entry while maintaining accuracy and meeting deadlines
• Strong organizational skills with the ability to prioritize competing responsibilities
• Ability to review, validate, and reconcile workforce and payroll-related data
• Proficient in Microsoft Office, with strong Excel skills
• Strong verbal and written communication skills
• Self-motivated with the ability to work independently and as part of a team
• Ability to build strong working relationships with field personnel, project teams, and internal stakeholders
Responsibilities:
Primary Focus (First Year)
• Enter and maintain accurate field employee time records
• Support prevailing wage administration by reviewing contract requirements and coordinating labor classifications and pay rates with project teams
• Enter and maintain equipment job cost information
• Maintain "Daily" inbox
• Review weekly edit listings and control sheets for accuracy and completeness
• File and maintain weekly project documentation in accordance with company standards
• Support year-end audit activities through document collection and record maintenance
Future Growth & Development Opportunities
• Assist with project setup and maintenance in company systems and project folders
• Assist with Davis-Bacon/Prevailing Wage (DPW) project setup and maintenance
• Enter, track, and close purchase orders
• Assist with subcontract setup and verify required documentation is in place prior to payment
• Enter and maintain contract, subcontract, and budget change orders
• Change Order Entry (Contract, Subcontract, and Budget)
• Process workflow coding and routing activities
• Enter field reporting and forecasting information received from project teams
• Support standard client billing activities
• Assist with accounts receivable collections and invoice follow-up
• Create and maintain subcontractor and vendor onboarding forms
• Maintain project documents and records to ensure accurate organization and retrieval
• Support project compliance activities, including labor reporting and subcontractor documentation
• Provide general administrative support including invoice coding, crew list maintenance, travel coordination, fuel card administration, and other operational support activities
• Perform other duties as assigned
Physical Demands Working Environment:
• General office environment
• Prolonged period sitting at a desk and working on a computer
• Must be able to lift 20 pounds at a time
Benefits:
Ballard offers a comprehensive benefits package and provides a culture that values opportunity for growth, development, and internal promotion. Benefits include medical, dental, vision, life insurance, LTD, STD, PTO, 401K Plan with employer match, paid holidays, and so much more!!
Salary Range:
• $22 - $25/hr
• Pay is commensurate with experience and qualifications.
EEO Statement:
Ballard Marine Construction, LLC. is an Equal Opportunity and Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, or veteran status. A reasonable accommodation will be considered for qualified individuals with a disability if it does not create an undue hardship for the Company, consistent with the ADA as amended.