Operation Finance Administrator

The Administrative Assistant is responsible for various tasks and administrative duties that support the day-to-day needs of the operations team. The Administrative Assistant provides coordination and scheduling of meetings and training. They will assist with filing, processing and management of vital paperwork, including safety training data. The Administrative Assistant will work closely with various teams, including the safety, billing and human resources team to support the local operations.

 

Job Responsibilities:

• Administrative Tasks

• Handle general administrative duties such as mailings and making copies.
• Assist with ordering supplies and equipment.
• Manage filing (e.g., contracts) and key account information/deadlines.

• Logistical Support

• Provide administrative support for logistical issues at the direction of the Vice President of Operations.
• Assist with troubleshooting client issues and responding to inquiries in coordination with the operations team.

• Scheduling and Meeting Coordination
  • Provide scheduling support for periodic business reviews, monthly manager meetings, and personnel/performance reviews.
  • Coordinate and support safety training efforts, including managing training data.
• Payroll and Billing

• Assist in processing weekly payroll for the operations team, including coordinating with field managers.
• Help with billing efforts by ensuring customer invoices are accurate and timely, and supporting the Billing team with site-based work/project invoices.
• Manage P-card transactions and oversight.

• Quality Assurance and Reporting
•  
• • Support quality assurance efforts, including conducting inspections and managing inspection data.
  • Generate, run, and format reports/spreadsheets in Excel, including vacancy, labor, procurement card, job performance, and ad hoc reporting.
  • Track overtime and manage vacation and sick time for salaried operations employees.
• Job and Work Order Management
  • Organize, maintain, and process job tickets, ensuring all work in process is accounted for.
  • Oversee and support managers with work orders through the JTS system.
  • Maintain and update the Work Order Program for site-based janitorial work and customer contact information.
• Janitorial Business Unit Support
  • Assist with the preparation and distribution of monthly reports for assigned janitorial units.
  • Build and maintain a standard reporting package/template for these units.
  • Keep track of accounts requiring monthly reports and maintain electronic files of all reports.
• Vendor and Client Coordination
  • Assist with vendor onboarding and maintaining accurate records.
  • Work with customers to provide necessary Certificates of Insurance and other paperwork for janitorial contracts.
• Human Resources and Miscellaneous
  • Support the HR Department by tracking Leave of Absences, Terminations, and Paid Time Off related to the Vice President of Operations.
  • Review payroll timesheets for Union and Non-Union accounts.
  • Perform miscellaneous errands and any other ad hoc tasks or projects as needed to support daily operations of the UG2 Boston Operations Team.
  • Assist managers with various operational projects as required

Key Interactions:

• Engage with all leaders and stakeholders.
• Engage with new and current employees.
• Partner with VP and Managers of Operations.

Requirements (Knowledge, Abilities, Skills, and Education and/or Experience:

• A minimum of two years of administrative support-related work experience.
• Excellent communication and people skills; must be able to effectively communicate at all levels of the organization.
• Proficiency in Microsoft Office and other related products.
• Ability to meet multiple deadlines and identify/solve problems accordingly.
• Good analytical thinking and attention to detail skills.
• Discretion with confidential information.
• Good ve