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| Job Category : | Business |
| Company Name: | UG2 |
| Position Name: | Finance and Maintenance Operations Administrator |
| Location : | New York, NY |
| Job Description : | This position is responsible for various tasks and administrative duties that support the day-to-day needs of the team. UG2 is seeking a highly professional, enthusiastic and detail oriented individual. Candidate must have excellent organization skills and a proven track record to take high level direction and execute on tasks. This position will report to the Facilities Director at FIT.UG2 is seeking a candidate that can work in a fast paced, deadline driven organization. Candidate must be proficient in Microsoft Office. Applicants should be able to edit/type documents and work well in a team setting as well as independently.· Payrollo The Operations Finance Administrator will be the person responsible to collect and submit the payroll sheets and payroll related information for the Mobile Team and the Site Based O&M staff in New Englando Payroll is to be prepared in accordance with established procedures working with the Payroll Manager and Finance Managero Strict adherence to established deadlines are required in order to ensure that our employees get paid on time and accurately· Invoicingo The Operations Finance Administrator will work with the Billing Manager to prepare customer invoices on a timely and accurate basiso Posting of all invoices using the system Intaacto Mobile Crew§ The Operations Manager will work with the Operations Manager and Mobile Crew Team Leader to collect all appropriate documentation to prepare timely and accurate invoices§ Track open work tickets to insure all tickets are accounted for and all work in process is properly accounted for as part of the monthly financial closing§ Organize and Maintain Job Ticketso Site Based O&M Jobs§ Assist Billing Manager with logistical support to insure timely and accurate billing of all site-based O&M jobs§ Work at the direction of the Operations Manager, Finance Manager and Billing Manager to support site-based O&M work· Accounts Receivableo Send out all posted invoices to customerso Follow up with customers once invoices have gone outo Strict adherence to established deadlines are required in order to ensure that UG2 is paid on time· Contract Management and Administrationo Maintain Electronic and Paper Files with all O&M contractso Maintain a data base of all O&M jobs to track renewals and key dates for Managemento Notify Operations Management and Finance Manager of upcoming contracts requiring renewal and rate revisionso Follow Up with Operations Management and Finance Manager to ensure all contracts are renewed on a timely basis and all billing and payroll revisions required are properly processedo Work with Customers on providing Certificates of Insurance and other necessary paperwork to support the O&M contractso Adhere to established protocols regarding contract documentation and files (electronic and paper)o Keep all confidential contract information under lock and key and protect all electronic files and information· Change of Status Formso Submission of all employee changes based on pay rate, department, employment status· Monthly Reportso Coordinate the Preparation and distribution of all monthly reports required to support the O&M Business Unit§ Assist OM with the preparation of the monthly reports§ Build and Maintain a Standard Monthly Reporting Package or Template for the O&M unit§ Keep track of all accounts that require monthly reports§ Maintain File Copies of All Monthly Reports by Client§ Maintain Electronic Files of all Monthly Reports by Client· Computerized Maintenance Management System Supporto Assist OM in Coordinating the CMMS Systems for the Various O&M accountso Work with OM on Building Engines Initiatives and Implementations· Safety Training and Reporting for O&M Unit using Pure Safetyo Track Safety Training for all O&M Personnel through the program Pure Safetyo Coordinate Safety Training on a monthly schedule throughout the yearo Provide other Logistical support· Technical Training and Reporting for the O&M Unito Track Technical Training for all O&M Personnelo Coordinate Technical Trainingo Set up OSHA training for technicianso Provide other Logistical support· Preventive Maintenance Contractso Track All PM Contracts for all O&M Accountso Coordinate and Schedule PM work with OM and MTLo Provide other Logistical supporto Track bids in Process for PM Worko Track PM bids Won and PM Bids Lost for each calendar year· Licenses and Certifications for all O&M Staffo Retrieve all Licenses and Certificates of current employees· Code Supply Side Invoices o Work with OM and MTL to obtain all invoices for materials, equipment and supplies and track the materials to the associated jobs and work ticketso Ensure the timely and accurate billing of purchases to client accountso Other logistical support for purchases· Tallie Management of P Card Purchases and Tracking of Job Ticketso Track all P-Cardso Work with All P Card users to obtain all required back up for all P Card Purchases to ensure the timely and accurate billing of P-Card purchaseso Work with Billing Manager and Finance Managero Code all purchases to the code, department, location and reasono Monthly tracking of purchases· Personnel Reviewso Maintain Schedule for all personnel reviews for all staff in the O&M Unito Assist OM and MTL in preparing staff reviewso Logistically support the processing of reviews and annual pay increaseso Other logistical support as required· Management of Emkay Vehicle Fleeto Oversee company vehicles to ensure fuel cards, registrations, drivers are all up to date and accurateo Management of all vehicles throughout the companyo Review maintenance requests for approvalo Handle payment for excise taxes, parking tickets, toll paymentso Provide reporting to Finance on vehicle informationCompetenciesTo perform the job successfully, an individual should demonstrate the following competencies:Design – Demonstrates attention to detail.Problem Solving – Identifies and resolves problems in a timely manner.Technical Skills – Strives to continuously build knowledge and skills; Shares expertise with others.Customer Service – Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.Interpersonal Skills – Listens to others without interrupting; keeps emotions under control; Remains open to others’ ideas and tries new things.Oral Communication – Listens and gets clarification; Responds well to questions.Written Communication – Edits work for spelling and grammar; able to read and interpret written information.Teamwork – Contributes to building a positive team spirit; Supports everyone’s efforts to succeed.Diversity – Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences.Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.Organizational Support – Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization’s goals and values.Motivation – Measures self against standard of excellence.Planning/Organizing – Uses time efficiently.Professionalism – Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Monitors own work to ensure quality.Quantity – Completes work in timely manner; Works quickly.Safety and Security – Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly.Adaptability – Adapts to changes in the work environment; Manages competing demands; Able to deal with frequent change, delays, or unexpected events.Attendance/Punctuality – Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.Dependability – Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments.Initiative – Asks for and offers help when needed.QualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education and/or ExperienceCollege degree or High School diploma and related experience and/or training; or equivalent combination of education and experience.Language SkillsAbility to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.Reasoning AbilityAbility to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.Computer SkillsMust have experience using Microsoft Office programs, particularly Excel, Word, and PowerPoint. Must be able to navigate multiple web platforms and various computer programs.About UsUG2 is committed to delivering the highest standard of facility services and solutions in the commercial, corporate, education, retail, public venue, healthcare, life science and industrial markets.We lead in our industry by understanding yours.Developing long-lasting partnerships means offering more than unmatched management expertise. It means having a deep knowledge of your business and a thorough understanding of your goals. This unique combination enables us to customize our services and tailor our approach to meet your goals and objectives.At UG2, our vision is to set the new standard of excellence – and create the next generation of leadership in the facility services industry. By working as an extension of your team, we are committed to developing the strongest customer relationships and the highest service delivery benchmarks in the marketplace.UG2 is privately held and headquartered in Boston, Massachusetts. We also have offices in Chicago, Washington, D.C., New York City, West Palm Beach and Palo Alto.EOE/M/F/D/VJob Type: Full-timePay: $50,000.00 – $60,000.00 per yearBenefits:401(k)Dental insuranceHealth insurancePaid time offVision insuranceSchedule:8 hour shiftCOVID-19 considerations:Please note that as a condition of employment at this site all employees and new hires must have received their complete dose of the COVID-19 vaccine, unless they have been granted an exemption.Ability to commute/relocate:New York, NY: Reliably commute or planning to relocate before starting work (Preferred)Education:High school or equivalent (Preferred)Work Location: One location |
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