What are the responsibilities and job description for the Operations Support Specialist position at UG2?
This position will report to Natick, MA
The Operations Support Specialist is primarily responsible for overseeing a diverse range of administrative tasks and operational duties crucial to the daily operations of the team. The Administrative Assistant will possess exceptional organizational skills and demonstrate the ability to execute high-level directives efficiently. This role requires the capability of thriving in a fast-paced, deadline-driven environment, proficiency in Microsoft Office applications and strong communication skills.
Job Responsibilities
Administrative Support:
At UG2, a leader in facility services, we are committed to innovation, excellence, and client satisfaction. We are committed to developing the strongest customer relationships and the highest service delivery benchmarks in the marketplace.
Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts. We also have regional offices in Chicago, Washington, D.C., New York City, West Palm Beach, Los Angeles, Sunnyvale, and Dallas.
The Operations Support Specialist is primarily responsible for overseeing a diverse range of administrative tasks and operational duties crucial to the daily operations of the team. The Administrative Assistant will possess exceptional organizational skills and demonstrate the ability to execute high-level directives efficiently. This role requires the capability of thriving in a fast-paced, deadline-driven environment, proficiency in Microsoft Office applications and strong communication skills.
Job Responsibilities
Administrative Support:
- Manage expense reports, change of status forms, and other essential documentation.
- Update client and manager contact lists, provide Certificates of Insurance (COIs) and W9s upon request, and handle notices for unemployment claims.
- Assist in scheduling operations meetings, transition meetings, and client engagements.
- Support supply and equipment orders.
- Assist in processing weekly payroll for the operations team, coordinating with managers out in the field to collect and submit payroll sheets and payroll related information per established deadlines.
- Support billing efforts by ensuring accurate invoice submissions, managing invoice adjustments, and maintaining updated invoicing contacts.
- Manage specific contracts, provide critical information to operators, and ensure contract accuracy.
- Coordinate onboarding activities for new hires and communicate employee status discrepancies to HR/payroll.
- Handle PTO tracking, support Tallie system use for expense submissions, manage client inquiries, and address ad hoc project requirements.
- Assist with transition management support, accounts receivable (AR) collections, recruiting assistance, QBR/PBR facilitation, proposal creation, coverage support, work order management, new customer/vendor support, and serve as a liaison between departments.
- Engage with all leaders and stakeholders.
- Engage with clients and employees.
- Partner with the VPs, Directors of Operations.
- Minimum of two years of experience in a professional environment, preferably in the facilities industry.
- Financial experience with accounts receivable, payroll and timekeeping.
- Exceptional written and verbal communication skills with strong spelling and grammar proficiency.
- Demonstrated ability to multitask efficiently and maintain solid organizational skills.
- Capable of engaging professionally with individuals at all organizational levels.
- Highly organized, deadline-oriented, and capable of thriving in a fast-paced environment.
- Proficient in Microsoft Word, Outlook, PowerPoint, and Excel.
- Strong problem-solving abilities.
- Office-based role with potential for occasional visits to operational sites.
- Ability to lift up to 45 pounds.
- Attention to detail, organization skills, and the ability to work in various physical positions, including standing, sitting, and walking.
At UG2, a leader in facility services, we are committed to innovation, excellence, and client satisfaction. We are committed to developing the strongest customer relationships and the highest service delivery benchmarks in the marketplace.
Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts. We also have regional offices in Chicago, Washington, D.C., New York City, West Palm Beach, Los Angeles, Sunnyvale, and Dallas.
