Field Operations Liaison

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 importance of details, as well as the contributions of our employees and clients. Our core principles of loyalty, honesty, and integrity foster a culture of growth and opportunity for everyone in our team.

Position Overview

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

Key Responsibilities

  • Act as the primary resource for hourly employees within the designated business unit, facilitating communication between field operations and corporate support.
  • Provide training to managers regarding their administrative duties.
  • Oversee the preparation and processing of background checks, I-9 verifications, new hires, rehires, reclassifications, payroll modifications, and review of separation documents.
  • Support field management in effective recruiting and onboarding processes.
  • Ensure that all employee records are current and assist in compliance with organizational and state regulations.
  • Manage work order log databases, contract changes, account billing information, and ensure accuracy in subcontractor work orders and invoices.
  • Process and categorize vendor invoices and recurring billing for necessary approvals and payments.
  • Maintain contract management including new accounts, terminations, modifications, and data purging.
  • Ensure managers adhere to established policies and procedures.
  • Monitor manager compliance with paperwork submissions, deadlines, and payroll submissions in accordance with standard operating procedures.
  • Document customer feedback to keep operations informed about the status of accounts and ensure resolution.
  • Provide customer service support to clients and subcontractors.
  • Assist with the initiation of new accounts, preparing essential communication for new clients, and performing additional duties as directed by operational leadership.
  • Contribute to cost-saving initiatives through reporting on labor, budgets, and supply expenses.

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. Candidates should demonstrate strong multitasking abilities, exceptional organizational skills, and the capacity to prioritize effectively. Proficiency in Microsoft and Google applications is essential. 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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