What are the responsibilities and job description for the Administrative Assistant position at UG2?
The Operations Administrative Assistant is integral to ensuring smooth and efficient operations, with a focus on providing excellent customer service within the operational department. This role encompasses a wide range of responsibilities, including managing work order systems, handling financial data, and engaging with customers, vendors, and employees.
Job Responsibilities:
- Financial/Vendor Management
- JTS work order management for billing
- AP management within BIll.com
- Proposal submissions and tracking
- Onboarding/Management of vendor compliance
- CMMS
- Assist Scheduler/Planner with vendor management or coordination
- Service contract tracking within Prism
- Reporting/KPI
- Assist Program Director with monthly and quarterly reporting
- Generating KPI reporting monthly and quarterly
- Safety training reporting
- Timekeeping
- Coordinate weekly payroll submissions under the direction of the Engineering Manager
- Monthly OT reporting
- PTO tracking monthly reporting
- General Administrative Duties
- Expense reporting
- Uniform ordering
- Technology ordering
- Other
Requirements (Knowledge, Abilities, Skills, and Education and/or Experience):
- 2-3 years of professional administrative experience, preferably in an operational or similar setting.
- Strong organizational skills, attention to detail, and a commitment to accuracy.
- Exceptional customer service skills, with excellent written and verbal communication abilities.
- Familiarity with invoicing, tracking, reporting and using computer tools like Excel, Word, Outlook, Sharepoint, CMMS systems.
- Ability to multitask and manage a variety of administrative and financial tasks efficiently.
- Bachelor’s Degree preferred, with an emphasis on accounting and/or office management knowledge.
- Flexibility in working hours, with a preference for shifts starting at 7 am-3:30 pm or 6 am-2:30 pm.
- Reliable, honest, and dependable, with a demonstrated track record of integrity.
Working Conditions and/or Physical Requirements
- Office setting.
- The noise level in the work environment is usually low to moderate.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
About UG2:
At UG2, a leader in facility services, we are committed to innovation, excellence, and client satisfaction. We are committed to developing the strongest customer relationships and the highest service delivery benchmarks in the marketplace.
Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts. We also have regional offices in Chicago, Washington, D.C., New York City, West Palm Beach, Los Angeles, Sunnyvale, and Dallas.