Administrative Operations Manager:

Position Summary:

We are looking for an energetic and dynamic Administrative Operations Manager to organize and coordinate administration duties, procedures and provide operational support for our growing commercial service company. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. The Administrative Operations Manager’s duties and responsibilities include managing a team for planning and scheduling field service employees, Supply and inventory management, basic HR related functions, social media content generation and account management, administration of training programs, coordination of work requests and client communication, Vendor management/accounts payable. This role may handle details of a confidential nature and is responsible for prioritizing administrative functions in a fast-paced, team-oriented environment.

The ideal candidate be hyper organized, tech savvy, able to work autonomously with limited supervision and experience with handling a wide range of administrative and executive support related tasks and responsibilities:

General Office Duties:

• Must have initiative with the ability to anticipate needs and complete important tasks
• Answering phones and greeting guests
• Ordering supplies, filing, and management of incoming and outgoing mail
• Preparing client proposals, contracts, and correspondence
• Craft organizational communications, create meeting presentation slide-decks,
• Create documentation for office/ equipment policies and procedures
• Create organizational charts and business cards
• Maintain an organized calendar to ensure all meetings and employee life events are tracked.
• Must be a strong team player.
• First point of contact for all building and facility related issues

Accounting:

• Reconciling - Managing accounts payable and receivable.
• Preparing management reports via QuickBooks.
• Managing purchase orders and accounts payable invoices, including weekly reporting
• Generating the weekly aged account receivables report and conducting client follow-up
• Advising on the most appropriate and effective collection methods, communications, and resources; participating in collection actions as needed.
• Keeping work order logs and client billing files up to date.
• Support the preparation month-end and monthly close material as directed by the Controller.

Payroll:

• Ensuring all hourly personnel, weekly timesheets and changes are accurately entered into the payroll system on-time

HR:

• Complete employee onboarding and process new hires
• Manage timesheets and payroll.
• Preparing and maintaining new hire packets, employee personnel files, and I-9 binders
• Coordinating uniform ordering, distribution, and returns
• Workers’ compensation & OSHA reporting

Planning & Scheduling:

• Plan and schedule the field technician workflow on a daily/weekly basis via Smartsheet and CMMS tools
• Schedule daily client work requests
• Coordinate and schedule client appointments for the senior leadership team
• Entering and updating work orders and cost codes for the weekly labor posting

Social media account management:

• Manage social media accounts (LinkedIn, Facebook, Instagram, YouTube)
• Create content (Video and picture)

Basic Qualifications:

Excellent time management skills, ability to multi-task and prioritize work in a fast-paced growing company. Attention to detail and problem-solving skills with the ability to think critically and take initiative. Excellent written and verbal communication skills. Strong organizational and planning skills in a fast-paced environment. A creative mind with an ability to suggest improvements.

• Five plus years working in a similar administrative role.
• Associates or Bachelor’s degree desirable
• Proficiency in MS Office (Excel, Word, Power Point)
• Experience with Smartsheet
• Experience with QuickBooks (Two plus years preferred)
• Prior experience working in a facilities management company or services related company, Knowledge of integrated facilities management (IFM) preferred
• Experienced as a leader of a team
• Experience working in a work order management system (CMMS)

Benefits:

Compensation negotiable based on experience. Paid time off and flexible work schedule with the ability to work remotely part of the time.

Please note that the scope of this position as its outlined in this document is not limited to.

Job Type: Full-time

Benefits:

• Paid time off

Schedule:

• 8 hour shift

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Waltham, MA 02453: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative experience: 1 year (Preferred)

Work Location: In person

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