Administrative Support Assistant

Allied Universal•Santa Ana, CA

22d•Onsite

About The Position

Allied Universal® Janitorial Services, an Allied Universal® Company, is hiring a Operations Support Assistant. The Operations Support Assistant is a branch-level position that is responsible for processing payroll, calculating vacation, PTO, sick time accruals and capturing timesheets for all Janitorial employees in a designated region.

Requirements

Must possess a high school diploma or equivalent
Ability to obtain and maintain all necessary state or federal licensing requirements
Minimum of three (3) of professional-level experience in an administrative support role
Ability to write effective and concise reports and document investigations and counseling sessions; ability to handle and maintain sensitive matters in a highly professional manner
Highly organized and ability to follow procedures concisely and consistently; high level of compliance and unwavering integrity to oversee and ensure policies are enforced in a self-directed environment
Demonstrated ability to be very customer service oriented, with the ability to professionally interact with all levels of individuals in a courteous manner, and to de-escalate situations before they become hostile or unpleasant
Professional, articulate, and able to use good independent judgment and discretion
Demonstrated excellent verbal and written communication skills; ability to effectively communicate at all levels within the organization and persuade and coach in a supportive yet firm manner
Must be a proactive problem solver and team player who is detail oriented and flexible; a self-starter requiring minimal supervision with the ability to cooperatively work with field and branch leadership in a productive, yet authoritative manner
Demonstrated proficiency in MS Office products, and internet and website navigation
Demonstrated ability to take initiative, successfully handle and prioritize multiple competing assignments and effectively manage deadlines
Willingness to take direction and critical feedback, and adapt to improve skills and effectiveness with a positive attitude

Nice To Haves

College degree in Business Administration
Prior experience in the janitorial and/or security industry, law enforcement, military and/or customer service or hospitality industries
Experience in scheduling, operations, supervising or other functions of the security industry

Responsibilities

Receive weekly timesheets and update WinTeam schedules as necessary (verify such for self-scheduling accounts); run weekly payroll according to company procedures; ensure records are properly maintained and updated to reduce payroll errors; resolve payroll discrepancies in a timely and efficient manner
Run daily timekeeping reports according to company procedures; ensure records are properly maintained and updated to reduce payroll errors; resolve payroll discrepancies in a timely and efficient manner
Initiate requests for final paychecks, vacation, and other pay related issues, and execute the distribution of such pay and exit processes
Coordinate with and respond to inquiries from unemployment insurance vendor, which may include preparing and attending unemployment hearings as needed, to minimize cost impact to Company
Implement pay policies and procedures through proper communication and direction for training of branch staff
Accounts Receivable: Run aging reports and print invoice copies when trying to collect on past due accounts
Inventory: Edit details in drop shipment when upload for rebill supplies
Job Costing: Edit job master file – budgets, adjust daily hours and pay rates
Work Scheduling: Run reports to inquire on work tickets created
Force payrates due to shift differentials or special jobs where pay is more than what they currently make
Human Resources: Review Employee Master File including other comp/deduct, permanent timecard, HR trackers and paycheck info in order to resolve wage complaints
Payroll: Run reports
Personnel Scheduling: Run reports
Team Time: Run reports