Operations Administrative Assistant

Job Description

JOB SUMMARY

The Operations Administration Assistant provides administrative support to the organization's management team, ensuring smooth day-to-day operations by coordinating communication, handling office supplies, tracking data, and assisting with various operational tasks to maintain efficiency across the company’s departments.

Essential And Job Responsibilites

• Respond to and manage incoming calls, address and resolve phone inquiries, and redirect them as needed.
• Prepare agendas, correspondence, reports, and emails as required.
• Responsible for recruiting janitorial employees for both temporary and permanent positions.
• Screen and interview candidates for temporary and full-time positions.
• Provide Job Offer letters to candidates that include background check screening.
• On-Board new hires.
• Verify employment history for all applicants.
• Maintain and update the applicant log.
• Dispatch and schedule temporary employees to cover vacant positions as needed.
• Maintain the Temporary Employee List up to date.
• Ensure all temporary employees are paid promptly and accurately and distribute paychecks to their assigned temporary supervisors.
• Order and manage uniform inventory for both permanent and temporary employees.
• Oversee employee gas cards for the San Diego team, including ordering and canceling as needed.
• Payroll report to the Department of Industrial Relations.
• Support with ordering, troubleshooting, and managing GeoTab devices, including distributing alerts to the corresponding Manager.
• Request staffing lists from the Union for Bids, as needed.
• Audit and manage the San Diego operations fuel invoices.
• Assist with company-wide Prudential invoices, ensuring all payments are processed promptly.
• Oversee company cellphones by ordering, activating, adding email accounts, troubleshooting, and maintaining an up-to-date cellphone list.
• Ensure timely submission of AT&T statements and invoices to accounting.
• Manage and store office electronic accessories, ensuring availability and proper organization.
• Take on special project requests from management.
  
  

Qualifications

• Excellent communication skills.
• Bilinual (English/Spanish) – able to communicate verbally and in writing.
• Strong organization skills and attention to detail.
• Efficient in Microsoft Office
• Capacity to multitask and priority tasks.
• Open to needs or special projects requested by Management.
  
  

Company Description

DMS Facility Services is a respected provider of facility services including janitorial, maintenance operations and landscape solutions for commercial properties. Our commitment to excellence has made us a trusted partner in the industry, and we are looking for a dynamic Business Development Manager for the Los Angeles, California region.

DMS Facility Services is a respected provider of facility services including janitorial, maintenance operations and landscape solutions for commercial properties. Our commitment to excellence has made us a trusted partner in the industry, and we are looking for a dynamic Business Development Manager for the Los Angeles, California region.