Field Operations Support Specialist

2 weeks ago

Marietta, Georgia, United States Diversified Maintenance Systems, LLC Full time

Office Administrator

Join Diversified Maintenance Systems, a prominent player in the Facilities Services sector since 1973. We value the significance of details, as well as the contributions of our employees and the satisfaction of our clients. Our core principles of loyalty, honesty, and integrity foster a culture of growth and opportunity for every individual within our organization.

Position Overview

The Office Administrator serves as a crucial link between the field operations team and corporate support divisions. This role is essential in assisting the operations team through various means while ensuring accountability for performance and task completion. The Office Administrator plays a vital role in driving the success of a business unit by prioritizing activities and maintaining proactive communication.

Key Responsibilities

  • Act as the primary contact for all field operations, providing essential support to hourly employees within the designated business unit.
  • Educate Managers on their administrative duties and responsibilities.
  • Oversee the preparation and processing of background checks, I-9 verifications, new hires, rehires, reclassifications, payroll adjustments, and review of separation documents.
  • Assist field management in effective recruiting and onboarding processes.
  • Ensure that all employee records are current and provide support in compliance with organizational and state regulations.
  • Manage work order log databases, contract change databases, account billing information, and oversee subcontractor work orders and invoices for accuracy.
  • Process and categorize vendor invoices and recurring billing for approval and payment.
  • Maintain contract management including new accounts, terminations, modifications, and document purging.
  • Ensure that managers adhere to company policies and procedures.
  • Monitor manager compliance regarding paperwork submissions, deadlines, and final payroll submissions in accordance with standard operating procedures.
  • Document customer feedback to keep operations informed about the status of assigned accounts and ensure timely resolutions.
  • Provide customer service support to clients and subcontractors.
  • Assist with the initiation of new accounts, preparing essential communication sheets with key information, and perform additional duties as assigned by operational leadership.
  • Support cost-saving initiatives through reports related to labor, budgets, and supply expenditures.

Qualifications

A minimum of two years of administrative experience is required. A High School Diploma is mandatory, while a Bachelor's degree or higher is preferred. Proven ability to multitask is essential. Candidates must be highly organized and capable of prioritizing tasks effectively. Proficiency in Microsoft and Google applications is required. Bilingual proficiency in English and Spanish is advantageous.

Diversified Maintenance Systems is an Equal Opportunity Employer. We welcome 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.

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