Administrative Assistant bei UG2

The Operations Administrative Assistant is responsible for various tasks and administrative duties that support the day-to-day needs of the operations team. UG2 is seeking a highly professional, enthusiastic and detail oriented individual. Candidate must have excellent organization skills and a proven track record to take high level direction and execute on tasks. This position will report to the Senior Director of Operations.

UG2 is seeking a candidate that is able to work in a fast paced, deadline driven organization. Candidate must be proficient in Microsoft Office. Applicants should be able to edit/type documents and work well in a team setting as well as independently. This role is a full-time position with some night and weekend work required including work at customer locations. Ideally, the individual to fill this role will be bilingual (English/Spanish).

Job Responsibilities:

Office Administration and Operations Support:

• Responsible for administrative tasks—mailings, making copies etc.,
• Providing administrative support to address logistical issues at the direction of the Senior Director of Operations
• Providing scheduling support and meeting coordination, this includes scheduling assistance for periodic business reviews, monthly managers meetings, personnel/performance reviews etc.
• Assistance in ordering supplies and equipment
• Filing (Contracts etc.) and management of information/deadlines associated with key accounts
• Assisting with processing vital paperwork (Change of status forms, expense reports, new hire paperwork etc.)
• Coordination and support of safety training efforts and assistance with managing safety training data
• Coordinating and supporting quality assurance efforts (conducting inspections, managing inspection data and generating reports)
• Assisting in generating new employee IDs when necessary
• Assistance in processing weekly payroll for the operations team by coordinating with managers out in the field on a weekly basis to collect and submit payroll sheets and payroll related information per established deadlines
• Assistance with billing efforts especially when it comes to ensuring all customer invoices are prepared accurately and in a timely manner
• Assist the Billing team in preparing customer invoices for site based work/projects. Collect appropriate documents to support all invoices as required by the customer, ensure bill to information is accurate and invoices are submitted timely
• Assist with vendor onboarding
• Organize, maintain and process job tickets: track open tickets to ensure all tickets are accounted for and all work in process is properly accounted for as part of the monthly financial costing
• Generate, run and format reports/spreadsheets in Excel; compiles data as well as various tracking tools to aid with reporting requirements as defined by

Operations Manager(s) and or Director/Senior Director of. Such reports include, but are not limited to, vacancy reporting, labor reporting, procurement card reporting, job performance reporting and any other ad hoc reporting

• Coordinate the preparation/distribution of all monthly reports required to support assigned janitorial business unit(s). This includes but is not limited to:
  • Assist the janitorial team with preparation of the monthly reports
  • Build and maintain a standard monthly reporting package or template for assigned janitorial unit(s)
  • Keep track of accounts that require monthly reports
  • Maintain electronic file of all monthly reports by client on operations leadership shared drive
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• Managing reports to track overtime
• Managing vacation and sick time for salaried, operations employees
• P-card management/oversight
• Assisting operations in troubleshooting client issues and responding to client inquiries when needed often by coordinating efforts with operations team members
  • Assist with the maintaining and updating of the Work Order Program for site based janitorial work and customer contact information
  • Working with customers to provide Certificates of Insurance and other necessary paperwork to support the janitorial contracts that fall within this position’s scope
• Assisting managers with a variety of operational projects
• Miscellaneous errands as needed

Other Tasks

• Any other ad hoc tasks and or projects necessary to support the successful day-to- day operations of the UG2 Boston Operations Team

Qualifications:

• Minimum two year experience in a professional environment
• Excellent oral and written communication skills with an emphasis in spelling and grammar
• Proven multi-tasking capability and solid organizational skills
• Ability to interact professionally with people at all levels in the organization
• Highly organized and deadline driven
• Highly responsive, able to adapt, multitask and prioritize in a fast paced work environment
• Basic computer skills to include;  Microsoft Word, Outlook, PowerPoint and Excel
• This role is a full-time, salaried role. Individual must be flexible as some night and weekend work is required.