Position Objective

Company Overview:

The Harvard Companies provide important building services to thousands of clients across the business community. Harvard Maintenance and Harvard Protection Services are two of the largest and fastest growing, privately owned providers of high quality janitorial and security services in the United States.

We are an industry leader and are well known for our innovative thinking and entrepreneurial spirit. Our success over the last fifty years stems from Harvard's Inverted Pyramid®, which recognizes that our front-line employees are the most important people in our organization. The Inverted Pyramid® ensures that our employees feel valued, are given the tools to be successful, and are empowered to execute in their roles. People are also at the center of our Core Values. Our People First core value clearly states that “we are a family organization that promotes respect and embraces diversity”.

Job Summary:

This position will work closely with our ASP Administration and operational teams in support of invoice processing, payment inquiries, contracts, amendments, change management, accruals, and budget review.

The role requires a dynamic business minded administrative professional who can manage multiple projects, perform basic to higher end administrative tasks while working in a fast-paced environment.

Essential Duties and Responsibilities

• Build reports in excel for analytical purposes.
• Ability to interface with all company personnel and our Alliance service partners.
• Review and process all accounts payable invoices (recurring and work ticket), including review of profitability and submission to AP via CSV files on a regular basis.
• Communicate to operations discrepancies of monthly contract pricing as compared to the Departmental Master File for validation.
• Communicate with Alliance Service Providers (ASP) to update any discrepancies that have been validated by operations to correct invoicing.
• Support the organization in the onboarding of ASP’s.
• Ensure ASPs comply with Certificate of Insurance requirements, Attestations, and special requests.
• Provide ASP’s Master Service Agreement (MSA), Site listing, pricing, and Scope of Work (SOW) when onboarding.
• Provide updates on changes in pricing due to changes in SOW.
• Maintain valid contracts by providing APS’s MSA amendments when SOW changes occur.
• Support operations in executing exit strategy to include, written termination notification.
• Support Corporate Account Managers (CAM) and other field operations with new and existing client setup and change management.
• Manage the day-to-day client change management process:
• Verification of change management pricing request, additions, terminations, and square footage.
• Collect information from operation managers of labor adjustments to maintain updated budgets.
• Responsible for escalation of any change management issue which may require additional attention.
• Follow up with CAM, and field operations on any missing data required for a change management request.
• Responsible for the accuracy of final change management request
• Shared responsibility for the overall accuracy of the Master Client Data file which includes researching and resolving all master file errors or omissions.
• Ability to compile and analyze data from multiple sources and present data to stack holders in concise format.

Knowledge and Skill Requirements

• Proficiency in MS Office with expertise in Microsoft Excel, Word, and Power Point
• Minimum of 5 years of administrative experience (use of computer and other office equipment)
• Minimum of 5 years customer service role
• Detail oriented and comfortable working in a fast-paced office environment.
• Ability to multitask, be resourceful and a good problem solver.
• Excellent collaboration: with the ability to effectively communicate (written and verbally) with cross-functional business partners, internal/external stakeholders, and various levels of management.
• Good organizational skills and dedication to completing projects in a timely manner.
• Minimum of associate degree in business preferred.

Compensation

Harvard is offering a competitive salary structure including benefit package with medical, dental, life, and long-term disability (LTD) insurance along with 401K Savings Plan.

An Equal Opportunity Employer --- M/F/D/V