Operations and Service Administrator -… at Upchurch… · Oxford

Company Overview

Upchurch is a rapidly growing, full-service building engineering company providing mechanical, plumbing, HVAC, and electrical services across the southeastern United States. Founded in 1970 and headquartered in Horn Lake, MS, Upchurch has grown through both organic expansion and strategic acquisitions, establishing a strong reputation for quality, reliability, and service excellence. We offer end-to-end solutions—from design and installation to ongoing maintenance and emergency support—helping clients maximize building performance, energy efficiency, and equipment lifespan.

Position Summary

We are seeking an Operations-Focused Administrative Assistant dedicated to the seamless delivery of service solutions within the data center sector. Expert in organizing core business practices and maintaining the operational backbone of high-stakes business units. Skilled in Learned Management System administration of personnel, curriculum tracking, and the development of internal training programs. Serves as the primary liaison between ops/service/sales teams and corporate finance to manage specialized procurement needs, ensuring seamless execution of POs and service contracts.

Key Responsibilities

• Business Unit Support and Finance Processing

• Training and LMS Management

• Operations and Service Delivery Coordination

Training & Workforce Development Support

• Administer and coordinate Upchurch University mission-critical training programs (mechanical, electrical, controls, liquid cooling) for Service Managers and Service Technicians.

• Schedule and track technician training, certifications, renewals, and prerequisites (OSHA, OEM, mission-critical coursework).

• Maintain training matrices by role, trade, certification level, and client requirements.

• Coordinate logistics for OEM, third-party, and internal instructors (calendars, materials, attendance, completion records).

• Track training KPIs (completion rates, certification status, readiness by market/client).

• Support development and upkeep of training documentation, course outlines, sign-in sheets, assessments, and audit records.

• Assist with new hire onboarding for the Critical Environments team, including training pathways and documentation.

Critical Environments Team Administrative Support

• Provide day-to-day administrative support to the Service Director, Service Managers, Service Technicians and Integrated Operations leadership.

• Prepare and maintain program documentation, internal trackers, presentations, and reporting packages.

• Support resource planning activities by maintaining visibility into technician readiness, certifications, and availability (non-dispatch).

• Assist with internal coordination between service technicians, service leadership, training, safety, HR, and finance.

• Maintain organized records for procedures, SOPs, MOP templates, and best practice documentation.

• Support internal quality, audit, and compliance preparation related to training and qualifications.

• Coordination of support for conference attendance and participation.

Vendor, OEM & Training Partner Coordination

• Act as a central point of contact for OEMs, training partners, vendors, and industry organizations.

• Coordinate OEM training schedules, prerequisites, documentation, and certification confirmations.

• Track OEM authorization requirements, training validity periods, and renewal timelines.

• Support outreach to new vendors, trainers, and OEM partners aligned with mission-critical and liquid-cooling strategies.

• Maintain a vendor and trainer database including contacts, offerings, certifications, and service relevance.

• Assist with NDAs, onboarding documents, and compliance artifacts for external partners.

• Maintain our supply chain for safety materials, tools and test equipment, and specific parts for service needs.

Program & Operational Enablement

• Support rollout and administration of new mission-critical programs, tools, and internal initiatives.

• Assist in developing and maintaining dashboards, trackers, and reports for leadership visibility.

• Help standardize internal processes related to training, documentation, and partner engagement.

• Support continuous improvement efforts by identifying administrative gaps and process inefficiencies.

• Assist with coordination of industry events, site visits, labs, and training sessions tied to DC|MC growth.

Qualifications

• Experience in training coordination, program administration, or technical operations support (data center, MEP, industrial, or regulated environments preferred).

• Strong organizational skills with high attention to detail, accuracy, and follow-through.

• Comfortable working across technical teams, leadership, and external partners.

• Proficient in spreadsheets, document control, scheduling tools, and LMS/FSM-adjacent systems.

• Financial Administration with PO generation, budget tracking, invoice reconciliation

• Able to manage multiple workstreams in a fast-growing, mission-critical organization.

Benefits:

• Competitive salary based on experience.
• Health, dental, and vision insurance.
• Paid time off and holiday pay.
• Opportunities for professional development and certification assistance.

Equal Employment Opportunity:

Upchurch Companies provides equal employment opportunities to all employees and applicants. We prohibit discrimination and harassment of any type based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.