Administrative & Financial Operations Specialist

3 weeks ago


Milwaukee, Wisconsin, United States City Wide Facility Solutions Full time
About Us

At City Wide Facility Solutions, we're a dynamic organization that fosters growth, excellence, and a passion for making an impact. Our A-Team works collaboratively in a fast-paced culture that emphasizes dedication to serving others with excellence in all we do.

Job Overview

We're seeking a highly skilled Administrative & Financial Operations Specialist to join our team in downtown Milwaukee. This versatile role offers an exciting opportunity to manage both the financial and operational aspects of our business while overseeing the recruitment and onboarding of independent contractors (ICs) for our building maintenance services.

Job ResponsibilitiesAccounting Responsibilities:

Our ideal candidate will be responsible for maintaining accurate financial records related to accounts payable and general accounting, while also supporting vendor management, operational administration, and leading our IC recruitment efforts.

  • Maintain contract information in CRM
  • Process orders and manage documentation for invoices, purchase orders, and supplies
  • Manage cash receipts and enter them into accounting software
  • Review, code and process vendor invoices for payment
  • Ensure compliance with internal controls and accounting policies
  • Reconcile vendor statements and resolve discrepancies in a timely manner
  • Maintain vendor records and perform periodic audits of data to ensure regulatory compliance
  • Manage independent contractor invoices and compliance
  • Respond to and resolve inquiries from vendors internal & external sources
IC Recruiter & Administrative Assistant Responsibilities:

The successful candidate will also be responsible for recruiting and onboarding sufficient independent contractors (ICs) to service City Wide's janitorial and non-janitorial accounts, managing all IC recruiting activities, conducting the initial vetting and screening of prospective ICs, and completing IC onboarding using the City Wide IC Checklist.

  • Recruit and onboard sufficient independent contractors (ICs) to service City Wide's janitorial and non-janitorial accounts
  • Manage all IC recruiting activities, including online postings, email campaigns, direct mail/radio advertising, networking events, and social media, to ensure a consistent flow of new IC candidates
  • Conduct the initial vetting and screening of prospective ICs
  • Complete IC onboarding using the City Wide IC Checklist, verifying and filing all required documentation for compliance
  • Enter and maintain IC records in CRM
  • Inform the Operations team of all new ICs to ensure timely placement
  • Conduct ongoing audits (30, 60, 90 days, 6 months, 1 year) of IC files to ensure they remain up to date and compliant
  • Coordinate monthly IC development and engagement events with the Operations team
  • Create, send, and manage Exhibit A's, ensuring information is current in CRM
  • Support operations administration, including customer and IC document management, supply inventory management, regulatory compliance, and client service support
  • Attend Sales/Operations handoff meetings for larger accounts
  • Assist with client surveys and promotional services
  • Help maintain and promote social media content
  • Manage City Wide store inventory and answer office phones
  • Perform other administrative and office management duties as assigned
Requirements
  • 1+ years of accounting, collections or related experience or education
  • Strong understanding and application of basic accounting rules
  • Proficient in accounting software
  • Strong attention to detail and follow up/thru
  • Excellent verbal and strong written communication skills.
  • Proficient in Microsoft Office and knowledge of CRM database.
  • Bilingual in Spanish is a plus
  • Associates Degree in Accounting, preferred
Estimated Salary: $55,000 - $65,000 per yearBenefits
  • Health Care Plan (Medical, Dental & Vision)
  • Retirement Plan (401k) with company match
  • 15 Days PTO (Paid Time Off)
  • Holiday Pay
  • Family Leave
  • Training & Development
  • Wellness Resource


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