Admin Assistant

Boston, MA, USA

Full Time | $45k to $50k + Benefits

Job Type

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