Objective: The Operations Administration role supports the daily field operation. The role is focused on managing the day-to-day administrative functions such as interaction with field employees and customers, reviewing employees time, requesting field supplies, timekeeping, and scheduling maintenance issues.

Key Duties and Responsibilities:

Budgets & Timekeeping

• Review timecards daily for overtime, meal breaks
• Review overbudget report to make sure all projects are on budget
• Generate 7-day overtime report
• Update time keeping system with time adjustments
• Monitor daily no-show project alerts

Administration Functions

• Communicate with field personnel and customers through phone conversations, email and text.
• Maintains accurate and up-to-date files, records, and documents
• Update time keeping system:
  • Job/Validation/Restrictions
  • New Account/New Account Checklist
  • Budgets
  • No show Alert
• Track & log customer facility keys
• Request products & supplies
• Work with customers on holiday schedules and notify field staff of changes
• Assist with payday & activities
• Other duties as required

Scheduling

• Assist with coordinating coverage
  • Coordinate coverage for call outs & approved absent request
  • Coordinate coverage for special project work
  • Coordinate new account startups

• Assist with work orders
  • Reviewing work orders for completion and follow up on incorrect items
  • Create work orders
  • Track & schedule customer inspections
  • Follow up with complaints and notify team of any issues
  • Track & schedule detail cleanings
  • Update supervisor account list & open account list
  • Assist with on call during afterhours & weekends as needed

Required Skills/Abilities:

• Bilingual English and Spanish required.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with good negotiation tactics.
• Proactive and independent with the ability to take initiative.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong sense of urgency, problem-solving skills and strong attention to detail.
• Develop a positive rapport with all staff treating all with dignity and respect.
• Proficient with Microsoft Office programs.

Education and Experience:

• High School Diploma
• Minimum of 2 years in a logistics role

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times

Schedule:

MONDAY THRU FRIDAY (On-call periodically) WEEKENDS VARIES

8 AM TO 5:30 PM (VARIES)

DOE: $21-$24 hourly rate