Operations Coordinator

Summary: 

Responsible for the day-to-day administrative activities to ensure working professional relationships with clients, vendors, and Burbank employees. Position has One Direct Report - Administrative Assistant/Receptionist. Reports to Project Manager and interacts with all personnel at the plant. Professional and courteous relationships with corporate accounts payable staff, clients, plant visitors, contractors, and co-workers must be maintained.

Nature & Scope-Principal Areas of Responsibilities:

Assist all personnel with day-to-day administrative requirements. 

Prepare Authorized Signed Agreement (ASA) for submission and approval to client  

Track project expenses for ASA costs. Incumbent will review monthly billings for pass thru and ASA items and submit them to the client. 

Enter reports for Burbank personnel. 

Track ASA balances and distribute to Managers.

Review all requisitions and NPRs issued through PeopleSoft prior to Project Manager approval. 

Cover the front desk during lunch and breaks and when direct report is out of the office

Review month-end financial reports and advise Project Manager of questionable items and follow-up with Client for collection of outstanding revenue; in absence of direct report  will enter time for all non-exempt Burbank employees in accurate and timely manner.

Oversee ordering of office and janitorial supplies.

Verify all requisitions for project (GL codes and project data) in PeopleSoft and identify as ASA or pass through charge as well as reconcile all accounts for manager approval.

Track all technical training of project personnel. 

Partners with Human Resources and completes new hire paperwork (including I-9 form and new hire orientation) and maintains local Personnel files. 

Be knowledgeable of Federal/California labor laws, including required workplace postings.

Assimilate required Quality Control Report (QCR) data and input in report.   

Job Requirements:

-Minimum of High School Diploma or equivalent required. Associates Degree Preferred in Accounting and/ or business administration.

-Minimum of 5 years experience as administrative assistant as well as accounts payable experience processing invoices. 

Special Skills/Abilities Needed:

-Knowledge of Google Suite and Microsoft Office, as well as PeopleSoft, ADP and VisaWorks.

-Ability to communicate effectively, both orally and in writing. 

-Strong aptitude for planning, organizing, scheduling, assigning and evaluating the work of subordinates.

-Ability to train, encourage, coach, and counsel subordinate employees.

-Ability to work independently and accurately, and with all levels of personnel.

-Must possess superior organizational skills and be able to plan, prioritize, and work simultaneously on multiple projects. 

-Ability to shift priorities frequently and effectively perform under pressure.