Assistant Operations Manager

3 weeks ago

South San Francisco, United States Stuart Dean Full time

Job Summary

The Assistant Operations Manager plays a critical role in supporting the Operations Manager with efficient scheduling, resource coordination, and administration to ensure seamless service delivery. This position requires a detail-oriented professional who can manage scheduling, dispatch, and materials coordination for field technicians, while also handling administrative tasks tied to accounts payable, timesheets and compliance. This role is ideal for someone with strong organizational skills, a drive to support project management and operational efficiency.

This role offers rewarding career progression and the chance to build a fulfilling career within the business, contributing to its operational excellence and growth. Through dedicated development and demonstrated success over time, the Assistant Operations Manager will be positioned as a strong candidate for succession into the Operations Manager role, supporting long-term leadership continuity within the operations team.

Responsibilities

  • Scheduling and Dispatching: Efficiently schedule and dispatch field technicians using system-generated work orders, ensuring a cost-effective approach that meets client needs.
  • Work Order Management: Create monthly maintenance work orders and distribute them to assigned technicians; maintain and manage daily work schedules and collect feedback from the night supervisor to improve operations.
  • Materials Coordination: Ensure all necessary materials and equipment are ready for scheduled jobs, including maintaining inventories of items such as parking cards, Easy Pass devices, and other essential supplies.
  • Cross-functional Coordination: Collaborate with sales teams to schedule maintenance needs and align project requirements; coordinate with the office team for payroll and compliance support.
  • Accounts Payable: Oversee the majority of the Accounts Payable process, focusing on operational expenses such as fleet costs, tools, supplies, and job-specific materials, while also managing routine recurring expenses like rent, utilities, and data lines to ensure timely and accurate financial processing.
  • Administrative Support: Check all timesheets for the Office Manager payroll process. Ensure proper job coding and adherence to union contract rules. Handle new hire paperwork, layoffs, and unemployment documentation in coordination with HR.
  • Inventory and Order Processing: Orders inventory for jobs, securing approval from the Operations Manager, and ensuring timely payment.
  • Compliance and Claims Management: Communicate and process workers compensation, accident, and vehicle accident insurance claims. Ensure compliance with OSHA and other safety protocols.
  • GPS and Tracking System Oversight: Interface with GPS tracking systems to monitor and deploy technician schedules effectively, contributing to optimized logistics and cost control.
  • Client and Vendor Interactions: Answer client and vendor calls as appropriate, handling inquiries efficiently and professionally.
  • Other duties and responsibilities as assigned.

Skills & Experience

  • Education: High School Diploma required
  • Experience: Experience in a support or assistant role within operations, facilities services, or construction preferred, as is experience with scheduling, dispatching, and inventory management.
  • Technical Proficiency: Familiarity with scheduling/work order systems and GPS tracking systems preferred. Proficiency in Microsoft Office Suite and experience with tech-forward solutions for scheduling and operations management.
  • Organizational Skills: Strong ability to manage multiple priorities effectively, with keen attention to detail in tracking schedules, maintaining inventory, and processing claims.
  • Communication Skills: Excellent interpersonal skills, with the ability to collaborate effectively across teams (e.g., Technicians, sales, office staff, HR) and interact professionally with clients, technicians, and vendors.
  • Administrative Skills: Strong organizational skills for handling timesheets, job coding, union contract compliance, insurance and claim processing.
  • Customer Service: Ability to handle client and vendor calls professionally and address inquiries efficiently.
  • Problem Solving: A proactive approach to identifying and resolving operational issues, with a focus on cost-effectiveness and resource optimization.
  • Language Skills: Bilingual in English/Spanish preferred for improved communication with diverse teams.

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