Janitorial Operations Administrator - Bilingual (English/Spanish) required

Job ID: Operations Administrator – Bilingual (English/Spanish)

About the role

At UG2, a leader in facility services, we are committed to innovation, excellence, and client satisfaction. We are dedicated to developing the strongest customer relationships and the highest service-delivery benchmarks in the marketplace. The Operations Administrator supports the day-to-day needs of the operations team through a variety of administrative and coordination tasks.

Responsibilities

• Administrative Tasks
  • Handle general administrative duties such as mailings and making copies.
  • Assist with ordering supplies and equipment.
  • Manage filing (e.g., contracts) and key account information/deadlines.
• Logistical Support
  • Provide administrative support for logistical issues at the direction of the Project Manager.
  • Assist with troubleshooting client issues and responding to inquiries in coordination with the operations team.
• Scheduling and Meeting Coordination
  • Provide scheduling support for periodic business reviews, monthly manager meetings, and personnel/performance reviews.
  • Coordinate and support safety training efforts, including managing training data.
• Payroll and Billing
  • Assist in processing weekly payroll for the operations team, including coordinating with field managers.
  • Help with billing efforts by ensuring customer invoices are accurate and timely, and supporting the Billing team with site-based work/project invoices.
  • Manage P-card transactions and oversight.
• Quality Assurance and Reporting
  • Support quality assurance efforts, including conducting inspections and managing inspection data.
  • Generate, run, and format reports/spreadsheets in Excel, including vacancy, labor, procurement card, job performance, and ad hoc reporting.
  • Track overtime and manage vacation and sick time for salaried operations employees.
• Job and Work Order Management
  • Organize, maintain, and process job tickets, ensuring all work in process is accounted for.
  • Oversee and support managers with work orders through the JTS (internal billing) system.
  • Maintain and update the Work Order Program for site-based janitorial work and customer contact information.
• Janitorial Business Unit Support
  • Assist with the preparation and distribution of monthly reports for assigned janitorial units.
  • Build and maintain a standard reporting package/template for these units.
  • Keep track of accounts requiring monthly reports and maintain electronic files of all reports.
• Vendor and Client Coordination
  • Assist with vendor onboarding and maintaining accurate records.
  • Work with customers to provide necessary Certificates of Insurance and other paperwork for janitorial contracts.
• Human Resources and Miscellaneous
  • Support the HR Department by tracking Leave of Absences, Terminations, and Paid Time Off related to the Project Manager.
  • Review payroll timesheets for Union and Non-Union accounts.
  • Perform miscellaneous errands and any other ad hoc tasks or projects as needed to support daily operations.
  • Assist managers with various operational projects as required.
  • Track invoices for Subcontractors and ensure timely submission and processing.
• Event Support
  • Be on-site for major events (e.g., concerts, Patriots games, soccer games) to support check-in and operations dispatch inside the MOC.
  • Provide support for the management team to deploy staff throughout the building.
• Key Interactions
  • Engage with all leaders and stakeholders.
  • Engage with new and current employees.
  • Partner with VP and Managers of Operations.

Requirements

• A minimum of two years of administrative support-related work experience.
• Excellent communication and people skills; must be able to effectively communicate at all levels of the organization.
• Proficiency in Microsoft Office and other related products.
• Ability to meet multiple deadlines and identify/solve problems accordingly.
• Good analytical thinking and attention to detail skills.
• Discretion with confidential information.
• Good verbal and presentation skills.
• Bilingual – English/Spanish.

Working Conditions

• Office-based role with potential for occasional visits to operational sites.
• Ability to lift up to 45 pounds.
• Attention to detail, organization skills, and the ability to work in various physical positions, including standing, sitting, and walking.