Janitorial Operations Administrator

Job 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 of the UG2 Boston Operations Team.
• 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 Concerts / Patriots / Soccer games to support check in and operations dispatch inside of the MOC.
• Provide support for management team to deploy staff throughout building.

Key Interactions

Requirements (Knowledge, Abilities, Skills, and Education and/or Experience

• 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 and/or Physical Requirements

• 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.

About UG2