Office Administrator

Office Administrator

Come work for Diversified Maintenance, a leading company in the Facilities Services Industry since 1973. At Diversified Maintenance we believe that details matter, as do each of our employees and customers. Through our core values of loyalty, honesty, and integrity, we strive to create a culture of growth and opportunity for each individual we employ. 

Summary

The Operations Administrator acts as a liaison between the field operations team and corporate support teams. This position is responsible for supporting and helping the operations team in many manners, as well as holding individuals accountable for performance and completion of tasks. The Operations Administrator helps drive a business unit’s success through prioritizing activities and proactive communication.

Job Duties 

• Liaison for all field operations and serves as the primary resource for hourly employees in assigned business unit
• Train Managers in their administrative responsibilities. 
• Prepare and process all background screenings, I-9 verifications, new hires, rehires, re-classifications, payroll changes, and review separation documents. 
• Support field management for successful recruiting and onboarding.
• Ensure all employee files are up to date and assist/support in other areas as it relates to the organization and state law rules and regulations.
• Maintain work order log databases, change in contract databases, account-billing information, and manage subcontractor work orders and invoices for accuracy and completion. 
• Process and code vendor invoices and recurring billing for approval and payment
• Assures contract maintenance i.e., new accounts, termination, changes, purging, etc. 
• Ensure accountability of managers following policies and procedures.
• Ensure accountability with managers relating to the manager paperwork submissions, deadline deliverables, and final payroll submissions as it relates to standard operating procedures.
• Document customer concerns to keep operations informed of the status of assigned accounts and follow through to assure the resolution.
• Provide customer service support to customers and sub-contractors.
• Assist with new account start-ups, prepare communication sheets of important information for new accounts, information for new accounts, and perform other duties as assigned by operational leadership.
• Assist with managing cost savings via reports relating to labor, budgets, and supply expense.

Requirements

Two or more years of administration experience required. High School Diploma required, Bachelor’s degree or higher preferred. Demonstrated experience in multitasking needed.  Must be highly organized and able to prioritize. Experience with Microsoft and Google products required. Bilingual in English and Spanish is beneficial.

Diversified Maintenance Systems, is an Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.