Operations Onsite Administrator

A-V Services Inc., a leading Audio/ Video company with multiple fortune 100 contracts within the financial, pharmaceutical and computing industries, seeks a skilled and customer-focused Office Administrator.

Summary of Position

The Onsite Administrator for AV Services, Inc. provides administrative and data management support to the Regional and On-Site Management Team in a fast-paced event production environment. This role is responsible for maintaining data continuity across billing, expenses, timekeeping, and reporting by auditing, tracking, and reconciling operational data. The ideal candidate has strong attention to detail and proficiency with data tracking and reporting tools such as Excel, PowerPoint, Smartsheet, and monday.com.

Objectives

• Support the AVS Regional Lead Manager by completing billing audits, expense tracking, and reporting related to Metro Region event production data.
• Coordinate, store, and maintain documentation and trackers for deliverables, billing/expenses, consumables, and time-related data, including:
• Uber/expense/rejected cost center trackers
• Deliverables progress trackers
• Time allocation and utilization data
• Management reporting templates and standardized formats

Role & Responsibilities

• Report directly to the AVS Regional Lead Manager.
• Maintain and audit key operational data sets, including EMS audits, Uber/expense/rejected cost center trackers, timesheets, and utilization summaries.
• Provide weekly summary reporting to oversight, highlighting critical data points, exceptions, and required follow-ups.
• Track and report missing RFBs to oversight to support compliance requirements.
• Coordinate and schedule interviews with prospective technicians and management; maintain scheduling status and required documentation.
• Coordinate and support completion reviews for quarterly PMRs, technician assessment forms, and set-up operations meetings, including completeness and accuracy checks.
• Maintain inventory records and support compliance tracking.
• Maintain and clean data within multiple platforms and approved data storage locations in accordance with firm standards.
• Prepare BCP form inputs by gathering required operational data (e.g., event schedule, technician coverage, daily counts) and compiling it in the required format.
• Gather and organize data for business reviews and other operational meetings, ensuring consistency across reporting periods.

Qualifications & Skills

• Demonstrated reliability, strong time management, and organizational skills.
• Prior experience in billing support, administrative support, and/or office management.
• High attention to detail and demonstrated ability to perform data reviews for completeness and accuracy.
• Proficiency with Microsoft Office and office productivity tools, including:
• Excel (required)
• UKG/Ultipro/UKG Workforce (UKG) (preferred, if applicable)
• Smartsheet (preferred)
• PowerPoint (preferred)
• Monday.com (preferred)

Requirements

• Ability to work in a fast-paced event production environment and respond to time-sensitive, in-the-moment requests.
• Ability to communicate professionally, including during high-priority or time-sensitive situations.
• Ability to organize, maintain, and control documentation using established processes, including version control and standardized templates.
• Ability to use required business tools and systems, including Microsoft Office; SharePoint access and usage, as applicable.
• Ability to maintain discretion and handle sensitive information appropriately.

Full Time Position has benefits including employee stock ownership plan (ESOP), competitive and comprehensive health insurance, life insurance, dental program, 401k, 401k company contribution, short-term and long-term disability insurance, FSA, HRA, Commuter Benefit Card, full paid vacations, and paid holidays.

Join Our Diverse and Inclusive Team!

At AV Services Inc. we are committed to fostering an inclusive and diverse workplace where every team member is valued and empowered. We are proud to be an equal opportunity employer, welcoming all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status, or any other characteristic that makes you unique.

Our Commitment to Diversity and Inclusion:

Our employees are our greatest asset, and we believe that the diverse perspectives and experiences they bring are key to our success. We celebrate and encourage differences in age, ethnicity, family or marital status, language, physical and mental abilities, socio-economic status, and more. These unique attributes contribute to our vibrant culture, enhance our reputation, and drive our achievements.

Why Work With Us?

• Inclusive Culture: We embrace diversity in all its forms and are dedicated to creating an environment where everyone feels respected and valued.
• Empowerment: We support our employees' growth and self-expression, recognizing that their individual talents and innovations are vital to our success.
• Community: Join a team that values collaboration and the collective strength of diverse backgrounds and ideas.

Be part of a company that not only values diversity but actively promotes it as a cornerstone of our identity and success. Apply today and bring your unique perspective to AV Services Inc.