Operations Support Assistant

3 weeks ago

Salem, United States Allied Universal® Full time

Operations Support Assistant

**Overview**:
Allied Universal®, North America's leading security and facility services company, provides rewarding careers that give you a sense of purpose. While working in a dynamic, diverse and inclusive workplace, you will be part of a team that fuels a culture that will reflect in our communities and customers we serve. We offer medical, dental and vision coverage, life insurance, retirement plan, employee assistance programs, company discounts, perks and more for most full-time positions

This position is responsible for providing administrative support to Operations Managers, District Managers, and/or Account Managers by handling scheduling, billing/invoice preparation, tracking contractual compliance requirements, preparing reports, and preparing presentations for clients.

**RESPONSIBILITIES**:

- Uses WinTeam for scheduling, billing, and producing reports, such as Scheduling Activity, Invoice Aging by Tiers, Training Summary, and Training Detail reports, that require interpretation and action for effective business management.
- Meets all contractually required hours for each site assigned to Managers. Schedules employees to work at the sites where openings exist.
- Performs site audits using Operational Audit Standards as a guide.
- Tracks and communicates contractual requirements to the management team.
- Produces weekly and bi-weekly billing packages.
- Regularly adjusts the schedule to complete off hours inspections at various client sites (approx. 1-2 days per week).
- Assist with Security Officer training as needed.
- Print/store SARs, invoices, HBC reports, etc.
- Responsible for document retention and archiving processes.
- Updates SITE List weekly.
- Supports orientation and training of new management or support personnel on compliance and billing processes.
- Submits uniform orders to the uniform department (as appropriate) for managers and conducts seasonal uniform changeover.
- Identifies equipment utilized at the account, including vehicles, and maintains appropriate shift inventories and maintenance checklists and follow-ups.
- Assists in the development of and helps to maintain safety programs outlining site specific hazards for security officers, including vehicle safety, driving safety, and slip and fall hazards.
- Takes part in off-site visits and provides documentation required by Manager.
- Interacts effectively with all levels of the organization to identify, analyze, solve problems, and create opportunities for continuous improvement.
- Maintains confidentiality of all information and data.
- Performs other related duties and responsibilities as assigned.

**QUALIFICATIONS**:

- High School Diploma (or equivalent GED) is required with previous administrative experience.
- Demonstrated ability to take initiative, successfully handle and prioritize multiple competing assignments and effectively manage deadlines.
- Energetic and focused personality with a demonstrated ability to take initiative, successfully handle and prioritize multiple competing assignments and effectively manage deadlines.
- Professional, articulate and able to use good independent judgment and discretion. Must have proven ability to maintain correspondence, discussions and materials in strictest confidence. Must be able to work overtime as needed.
- Possess a valid Driver's License with at least one year of driving experience, a clean driving record (no major violations within last 36 months, no more than 1 accident in last 24 months, no more than one minor moving violation in last 24 months), a minimum level of insurance as required by Company policy, and the ability to safely operate a vehicle required.
- Professional, articulate and able to use good independent judgment and discretion.
- Outstanding verbal and written communication skills required. Ability to successfully interact at all levels of the organization, including with clients, while functioning as a team player required.

**PREFERRED QUALIFICATIONS**:

- At least two (2) years of previous experience in the security industry

**BENEFITS**:

- Medical, dental, vision, basic life, AD&D, and disability insurance
- Eight paid holidays annually, five sick days, and four personal day
- Vacation time offered at an accrual rate of 3.08 hours biweekly. Unused vacation is only paid out where required by law.

**Closing**:
**Requisition ID**: 2024-1218618

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