Operations Coordinator

Inframark•Burbank, CA

About The Position

The Operations Coordinator oversees daily administrative operations and maintains professional relationships with clients, vendors, and employees. The position supervises one direct report, the Administrative Assistant/Receptionist, and reports directly to the Project Manager. It interacts regularly with plant personnel and serves as a key point of contact for corporate Accounts Payable staff, clients, visitors, contractors, and employees. The role provides efficient administrative support for plant operations and requires courteous, collaborative working relationships with stakeholders.

Requirements

High school diploma or equivalent.
At least 5 years of administrative assistance experience.
Accounts payable experience processing invoices.
Knowledge of Google Suite and Microsoft Office.
Knowledge of PeopleSoft, ADP, and VisaWorks.
Superior organizational skills and ability to plan, prioritize, and work on multiple projects simultaneously.
Ability to communicate effectively orally and in writing.
Ability to plan, organize, schedule, assign, and evaluate the work of subordinates.
Ability to train, encourage, coach, and counsel subordinate employees.
Ability to work independently and accurately with personnel at all levels.
Ability to shift priorities frequently and perform effectively under pressure.

Nice To Haves

Associate degree in accounting and/or business administration.

Responsibilities

Assist personnel with day-to-day administrative requirements.
Prepare Authorized Signed Agreements (ASAs) for submission to and approval by clients.
Track project expenses for ASA costs; review monthly billings for pass-through and ASA items and submit them to clients.
Enter reports for Burbank personnel.
Track ASA balances and distribute them to managers.
Review requisitions and NPRs before Project Manager approval.
Cover the front desk during lunch and breaks and when the direct report is out of the office.
Review month-end financial reports, advise the Project Manager of questionable items, and follow up with clients to collect outstanding revenue.
When the direct report is absent, enter time for all non-exempt Burbank employees accurately and promptly.
Oversee ordering of office and janitorial supplies.
Verify project requisitions, including GL codes and project data; identify ASA or pass-through charges; and reconcile accounts for manager approval.
Track technical training for project personnel.
Partner with Human Resources to complete new-hire paperwork, including I-9 forms and new-hire orientation, and maintain local personnel files.
Maintain knowledge of federal and California labor laws, including required workplace postings.
Compile required Quality Control Report (QCR) data and enter it into the report.