Our client is seeking a candidate that can work in a fast-paced, deadline-driven organization. The candidate must be proficient in Microsoft Office. Applicants should be able to edit/type documents and work well in a team setting as well as independently. This role is a full-time position with some night and weekend work required including work at customer locations. Ideally, the individual to fill this role will be bilingual (English/Spanish).
The Operations Administrator is responsible for various tasks and administrative duties that support the day-to-day needs of the operations team. is seeking a highly professional, enthusiastic, and detail-oriented individual. The candidate must have excellent organization skills and a proven track record to take high-level direction and execute on tasks.
Job Responsibilities:
-
Responsible for administrative tasks—mailings, making copies, etc.,
-
Providing administrative support to address logistical issues at the direction of the Vice President of Operations
-
Providing scheduling support and meeting coordination includes scheduling assistance for periodic business reviews, monthly managers meetings, personnel/performance reviews, etc.
-
Assistance in ordering supplies and equipment
-
Filing (Contracts etc.) and management of information/deadlines associated with key accounts
-
Assisting with processing vital paperwork (Change of status forms, expense reports, new hire paperwork, etc.)
-
Coordination and support of safety training efforts and assistance with managing safety training data
-
Coordinating and supporting quality assurance efforts (conducting inspections, managing inspection data, and generating reports)
-
Assisting in generating new employee IDs when necessary
-
Assistance in processing weekly payroll for the operations team by coordinating with managers out in the field on a weekly basis to collect and submit payroll sheets and payroll-related information per established deadlines
-
Assistance with billing efforts especially when it comes to ensuring all customer invoices are prepared accurately and in a timely manner
-
Assist the Billing team in preparing customer invoices for site-based work/projects. Collect appropriate documents to support all invoices as required by the customer, ensure bill to information is accurate and invoices are submitted timely
-
Assist with vendor onboarding
-
Organize, maintain, and process job tickets: track open tickets to ensure all tickets are accounted for and all work in process is properly accounted for as part of the monthly financial costing
-
Generate, run, and format reports/spreadsheets in Excel; compiles data as well as various tracking tools to aid with reporting requirements as defined by Operations Manager(s) and or Director/Senior Director of. Such reports include, but are not limited to, vacancy reporting, labor reporting, procurement card reporting, job performance reporting, and any other ad hoc reporting
-
Coordinate the preparation/distribution of all monthly reports required to support assigned janitorial business unit(s). This includes but is not limited to:
-
Assist the janitorial team with the preparation of the monthly reports
-
Build and maintain a standard monthly reporting package or template for an assigned janitorial unit(s)
-
Keep track of accounts that require monthly reports
-
Maintain an electronic file of all monthly reports by the client on operations leadership shared drive
-
-
Managing reports to track overtime
-
Managing vacation and sick time for salaried, operations employees
-
P-card management/oversight
-
Assisting operations in troubleshooting client issues and responding to client inquiries when needed often by coordinating efforts with operations team members
-
Assist with the maintaining and updating of the Work Order Program for site based janitorial work and customer contact information
-
Working with customers to provide Certificates of Insurance and other necessary paperwork to support the janitorial contracts that fall within this position’s scope
-
Assisting managers with a variety of operational projects
-
Oversee and support managers when creating or submitting work orders through JTS.
-
Miscellaneous errands as needed
Other Tasks:
-
Any other ad hoc tasks and or projects necessary to support the successful day-to-day operations of our Client’s Team
-
Support and assist the Human Resources Department by tracking and keeping a record of Leave of Absences, Terminations, or Paid Time Off related to the Vice President of Operations book of business
-
Review payroll timesheets for Union and Non-Union accounts
Experience Requirement:
-
Minimum two-year experience in a professional environment
-
Excellent oral and written communication skills with an emphasis on spelling and grammar
-
Proven multi-tasking capability and solid organizational skills
-
Ability to interact professionally with people at all levels in the organization
-
Highly organized, deadline-driven responsive, able to adapt, multitask and prioritize in a fast-paced work environment
-
Basic computer skills to include Microsoft Word, Outlook, PowerPoint, and Excel
-
This role is a full-time, salaried role. Individuals must be flexible as some night and weekend work is required.
-
Problem-Solving skills