Operations Administrator

Summary/Objective: The maintenance administrator works closely with the maintenance Division and the maintenance team on in every capacity; is the “gatekeeper” of the maintenance division.

Duties and Responsibilities:

• Tracks and manages change orders to contracts and ensures budget compliance
• Compiles data to complete contract submittals
• Issues purchase orders in compliance with the contract budget and reconciles all invoices received against those Purchase Orders
• Assists and reviews departmental billing
• Reconciles all inventory; coordinates with the maintenance team to ensure all material and supplies reach the job site as scheduled and required
• Receive all sales packages from account managers and review for completeness
• Works with the maintenance department to support purchasing functions including setting up material lists and placing final shipping orders
• Review Closed Job Report each week with team. As jobs are closed, initiate Administrative close out process
• Assists Account Managers to update clients on job scheduling
• Communicates effectively with clients in terms of invoicing, scheduling, collections etc.
• Receives and responds to customer complaints exercising discretion and judgment to resolve customer or departmental issues, and/or work with management to achieve resolution
• Oversees the COI process for the maintenance department
• Manages PO’s for the maintenance department

Qualifications:

• High school diploma or equivalent
• At least 2 years of experience in an administrative position is required
• Accounts receivable or collections experience is preferred
• Strong communication skills with a positive attitude
• Ability to work well in a fast-paced environment where time-sensitive tasks are the norm
• Ability to maintain confidential information
• Proficient in Excel, Microsoft Word, and basic computer functions
• Must be a multitasker and be able to prioritize 

Physical Demands:

The physical demands outlined are examples of the type of demands the employee will encounter on the job site.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift or move up to 10 pounds and frequently lift or move up to 25 pounds.

Job Conditions:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The noise level in the work environment is usually quiet.

This job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification.  It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.