Administrative Coordinator, Bilingual English/Spanish

Typical Duties

• Organizes and coordinates regional business flows and procedures for procurement, payroll, accounting, documents control and IT support.
• Implements and communicates administrative programs and processes as established by corporate level management, and updates associated forms and reports.
• Captures and compiles data, provides follow-up, and obtains information from internal sources.
• Maintains employee files, logs, reports, spreadsheets and records to meet local, state and federal regulatory requirements.
• Processes new hire documentation and coordinates the process of obtaining access badges for employees.
• Assists with some aspect of the on-boarding process for new employees such as delivering uniforms, signing up for shoes for crews, scheduling corporate mandated training, etc.
• Assists with administrative duties to process timesheet corrections as needed.
• Assists in contacting vendors to requests quotes and setting up new vendors in the system.
• Assists managers in generating CAPEX requests.
• Assists managers in tracking the life cycle of purchase order requests, from request to PO delivery.
• Performs calendar keeping duties to assist in maintaining the manager informed of milestone dates approaching for tag work, periodical work, corrective action plans, and Contract Deliverables to assure all are delivered timely and in compliance with contract requirements.
• Assists in maintaining CIMS reports.
• Keeps record of work orders (tag work). Collects, reviews, and inputs data into a computer processing system, audits output data and updates work order activity including labor, materials, and other miscellaneous data.
• Affirms that tag work performed is properly accrued by accounting and billed to customer, as well as for internal interdepartmental and intercompany agreements.
• Analyzes information to ensure tag work costs are within budget, appropriate documents are filled out correctly, purchase orders are received in appropriate systems and receipts are coded accurately.
• Researches and resolves customer billing questions, complaints, invoicing errors, and requests for adjustments and verifications.
• Assembles all required documentation for, and participates in, customer-mandated audits.
• Manages accounts payable through invoice tracking and resolves invoice errors and customer payment problems, including resolving bill-back questions, and work with vendors to re-invoice as needed.
• Receives invoices to purchase orders.
• Maintains asset management reports.
• Liaises other corporate departments to facilitate communication with site manager and serves as on-point communication between site manager and corporate office as needed.
• Manages the expenditures for office support needs. Orders and maintains appropriate levels of office supplies, and related support services, such as copier, printer, phone, internet, etc.
• Receive deliveries in the office as needed.
• Open and close the office daily as needed
• Assists in the coordination of PRIDE-sponsored events and special programs, which requires working with other departments, outside entities, and customers.
• Composes correspondence, completes forms, and prepares documents.
• Schedules meetings, produces agendas and materials, and arranges for facilities and services
• Participates in meetings to share information and to maintain current knowledge of areas supported.
• Maintains detailed and organized files and records.
• Performs other duties and special projects as assigned.

Minimum Qualifications

• Five or more years of experience providing skilled administrative and clerical support;
• Three or more years of experience with accounting, procurement, payroll, information management, and/or document control processes;
• Knowledge of commercial custodial business operations highly preferred;
• Bilingual English and Spanish preferred;
• Strong computer skills in specialized software related to department operations including accounting systems, spreadsheet, word processing, presentation software applications, SharePoint and Monday.com;
• Strong organizational skills and flexibility for responding to competing demands and continually changing work priorities in a fast paced environment;
• Ability to handle and protect highly confidential information;
• Strong communication, public relations, and interpersonal skills;
• Ability to act responsively to customer inquiries and requests, and escalate matters appropriately;
• Demonstrated responsiveness to staff inquiries and request;
• judgment to escalate appropriately;
• Ability to interpret and implement policy, procedures, and project priorities;
• Mathematical skills to include the ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations;
• Ability to present information and respond to questions from vendors, customer, management and others.

Education Requirements

• A degree in a relevant field or a comparable combination of formal education and work experience will be considered.