Operations Coordinator

Company Overview:

The Harvard Companies include entities working to serve the business community in the janitorial and protection services areas. Harvard Maintenance and Harvard Protection are two of the largest and fastest growing, privately owned providers of high quality janitorial and security services in the United States. We are an industry leader and are well known for our innovative thinking and entrepreneurial spirit. Our success over the last fifty years stems from Harvard's Inverted Pyramid, which recognizes that our front-line employees are the most important people in our organization. The Inverted Pyramid ensures that our employees feel valued, are given the tools to be successful, and are empowered to execute in their roles. People are also at the center of our Core Values. Our People First core value clearly states that "we are a family organization that promotes respect and embraces diversity".

Job Summary:

Primary focus will be to service the existing business, operationally and financially, while maintaining relationships with existing customers and developing new business where possible.

Serve as on-site receptionist handling all inquiries, deliveries, and vendors.
• Manage internal requests and projects to support the functional operations of the office.
• Analyze invoices to ensure client billing accuracy.
• Manage workflow of purchase orders from Field management and coordinating with Accounts Payable
• Assist with end of month process.
• Plan and schedule meetings, presentations, and other office related events.
• Assist with data entry and timekeeping for managers in the field when asked or assigned.
• Manage communication of information in and out of the office
• Type out correspondence letters, emails, memos, etc. (paper and electronic)
• Assist in preparation of presentation materials.
• Monitor and work with vendor providers to maintain office equipment.
• Monitor office supplies; order and re-stock as needed.
• Suggest changes to office task workflow to improve efficiency.
• Maintain positive and professional staff and client relationships.
• Inventory management of office supplies and uniforms
• Process inquiries for Certificates of Insurance
• Place monthly janitorial supply orders for specific sites/clients as requested.
• Provide Human Resources support in recruiting, compliance, onboarding/offboarding, unemployment processing, HRIS data entries/updates, and assigned projects.
• Other duties and projects as assigned to meet business needs.

• High school diploma or GED equivalent required.
• 2 years' experience as an administrative assistant required.
• 1 years' experience in Human Resources preferred
• Knowledge of Microsoft Suite and other administrative programs
• Outstanding communicator, both orally and written
• Excellent customer service skills
• Self-starter who works well independently
• Ability to prioritize given tasks and work efficiently towards completing them.
• Ability to be on site.
• Ability to maintain utmost confidentiality.
• Familiar with common office equipment (printers, copier, fax, etc.)
• Detail-oriented and exceptional organization skills
• Experience with file management
• Problem solver and analytical thinker
• Professional demeanor

Harvard is offering a competitive salary structure including benefit package with medical, dental, life, and long-term disability (LTD) insurance along with 401K Savings Plan.

An Equal Opportunity Employer --- M/F/D/V