Operations Analyst (Clerical Support)

Company: DCS – Business Service Contractors PO Box 17611 Arlington, VA 22216

Position Title:Operations Analyst (Clerical Support)

Location:Hybrid / Remote – Springfield, VA (on-site visits as needed)

Type: Full-Time

About Us

DCS is a fast-growing, mid-sized property maintenance company serving the Washington DC metropolitan area. With a team of over 200 employees and a reputation built on responsiveness and quality, we provide janitorial, painting, HVAC, plumbing, and restoration services to multifamily and commercial clients.

As the company continues to expand, the Operations team plays a critical role in ensuring smooth job flow, accurate documentation, and reliable labor tracking. The Operations Analyst (Clerical Support) position is designed to strengthen these systems, support leadership visibility, and improve field compliance and communication.

The Role

The Operations Analyst (Clerical Support) provides administrative and analytical support to the Operations Department, ensuring that jobs are accurately documented, verified, and ready for pricing and billing. The ideal candidate is detail-oriented, proactive, and highly organized — someone who can balance data accuracy, communication with field staff, and structured reporting for leadership.

This role is central to improving documentation quality, tracking job progress, and maintaining reliable labor data that informs decision-making across departments.

Key ResponsibilitiesCore Focus – Job Verification & Completion Tracking

• Review Salesforce jobs daily to confirm all required information is complete (property name, job description, photos, notes).
• Contact field technicians to confirm job completion status and request missing documentation.
• Cross-check Salesforce entries against the master tracking sheet to identify inconsistencies or incomplete data.
• Remind technicians to upload photos, punch lists, or notes during the job close-out process.
• Escalate repeat data issues or compliance gaps to the Operations Manager.

Weekly Operations Reporting

• Assist in preparing weekly summary reports for leadership, including key operational metrics such as:
• Jobs denied due to labor shortages
• Average completion times
• Active job counts
• Verify data accuracy before submission using Salesforce and master tracking sheets.

Labor Hour Collection & Tracking

• Collect daily labor hour reports from field managers and supervisors.
• Enter and reconcile data into the central labor tracking spreadsheet.
• Follow up on missing or inconsistent entries.
• Support weekly labor utilization summaries for Operations leadership.

Scheduling Support

• Review daily and upcoming crew schedules to identify potential conflicts or under-allocations.
• Notify the scheduler or Operations Manager of any discrepancies.
• Log recurring scheduling challenges for tracking and resolution.

PO Compliance & Matching

• Review POs to ensure correct processes are followed.
• Match vendor bills to DCS POs for accurate cost control.
• Enter materials invoices into Salesforce to increase visibility during pricing.

Invoice Review & Expense Monitoring

• Review invoices for materials purchased to flag unnecessary, duplicate, or unapproved expenses.

Inventory Tracking & Paint Usage Management

• Input weekly paint counts from supervisors into the tracking spreadsheet.
• Monitor usage trends and notify crews of current inventory status.

Materials Purchasing Support

• Assist Project Managers and Dispatch with purchasing materials as needed to prevent delays and ensure cost-effective procurement.

Vendor Receipts & Documentation Management

• File and maintain digital copies of vendor receipts tied to specific jobs for Project Manager and Estimator review.
• Ensure receipts are properly organized for pricing, auditing, and financial record-keeping.

What We’re Looking For
Requirements

• Bachelor’s degree in Business Administration, Operations Management, or a related field (or equivalent practical experience)
• Strong organizational and analytical skills with excellent attention to detail
• Proficiency in Excel or Google Sheets for tracking and reporting data
• Strong written and verbal communication skills
• Ability to follow up professionally with field staff and cross-functional teams
• Spanish proficiency strongly encouraged, as much of our field communication occurs in both English and Spanish

The ideal candidate is:

• Detail-oriented and organized — comfortable managing data, spreadsheets, and task tracking.
• Proactive and dependable — follows through on requests and maintains clear communication.
• Tech-savvy — experienced with Salesforce, Excel/Sheets, and general reporting tools.
• A strong communicator — able to professionally follow up with field technicians and leadership.
• Process-minded — understands the importance of data accuracy and consistent documentation.

What’s in It for You

• A flexible, remote-forward schedule with the opportunity to make a direct impact on operational efficiency
• Competitive compensation, aligned with experience and skill level
• Paid Time Off (PTO) and company-observed holidays
• Clear growth potential as systems expand and operations scale
• Autonomy and visibility within a fast-paced, high-accountability environment
• A collaborative team that values communication, integrity, and follow-through over red tape

Nice to Have (Preferred, Not Required)

While not required, the following experience will help a candidate thrive in this role:

• Experience with Salesforce Field Service Lightning (FSL), particularly in job management, dispatching, or field reporting workflows
• Familiarity with Slack, Asana, or similar platforms used to coordinate cross-functional communication and accountability
• Strong proficiency in Microsoft Excel or Google Sheets, including basic formulas and data validation for reporting and reconciliation
• Experience working in service-based or contracting environments (e.g., construction, maintenance, janitorial, HVAC, or painting)
• Comfort working with operational data — verifying information, tracking metrics, and identifying trends or inconsistencies

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Language:

• Spanish (Required)

Work Location: Hybrid remote in Springfield, VA 22151

Salary : $23 - $25