Business Operations Manager Jobs

About The Position

Requirements

• Associate’s degree or equivalent experience required
• 3–6 years experience in facilities administration, work management, or project support
• Experience on federal or performance based contracts preferred
• Working knowledge of Facilities O&M workflows and work order lifecycle
• Experience coordinating reimbursable or project based work processes
• Proficiency with CMMS platforms (e.g., Maximo or equivalent)
• Familiarity with procurement, purchasing, and invoice documentation
• Strong organizational and communication skills
• Ability to manage multiple workflows and deadlines simultaneously
• Proficiency with Microsoft Office (Excel, Word, Outlook)

Nice To Haves

• Bachelor’s degree in business, facilities management, or related field preferred

Responsibilities

• Coordinates intake, tracking, and status management of service call work orders, preventive maintenance work orders, and project and reimbursable work orders.
• Ensures work orders are properly entered into the CMMS, accurately categorized and coded, and supported by required authorization and scope documentation.
• Coordinates with Operations and Project Managers to resolve incomplete or unclear work requests.
• Supports work order closeout documentation and data quality reviews.
• Coordinates the reimbursable work order process from initiation through closeout, verifying required approvals and funding documentation.
• Tracks reimbursable work status, work in progress, and pending authorizations.
• Prepares reimbursable documentation packages for management review.
• Escalates discrepancies, missing approvals, or documentation gaps to the Deputy PM.
• Coordinates procurement support activities including preparation of purchase request documentation and tracking purchase orders.
• Verifies PO alignment with approved scope and cost estimates.
• Coordinates vendor invoice processing by verifying invoices align with completed and accepted work and ensuring documentation is complete prior to submission for payment approval.
• Maintains procurement and vendor documentation in accordance with contract requirements.
• Coordinates with accounting staff and corporate finance to support timely processing of vendor invoices (AP) and preparation of client billing documentation (AR).
• Tracks billing and payment status for facilities work.
• Maintains visibility of aging items and escalates concerns to management.
• Processes final payroll/timesheets bi-weekly, ensures 100% accuracy and compliance.
• Monitors employee and subcontractor sign-in and sign-out logs.
• Handles employee on-boarding requirements such as I-9 Paperwork, FDIC provided phone assignment and eFOS access, and Timekeeping training.
• Coordinates uniform/tool/equipment/electronic issue with Operations Managers/EMCOR IT.
• Creates and processes Electronic Personnel Action Forms ("ePAF") as instructed by managers.
• Submits Personnel Action Forms ("PAF") for employee information updates.
• Maintains employee records and files in consultation with EGS Human Resources Department.
• Prepares routine reports related to work order volume and status, preventive maintenance completion, reimbursable work tracking and aging, and procurement and billing support metrics.
• Provides data and documentation to support management reviews, audits, and inspections.
• Maintains organized records to ensure audit ready documentation.
• Supports day to day administrative use of the CMMS and related tracking systems.
• Provides user guidance and ensures staff follow established procedures.
• Participates in coordination meetings and tracks assigned administrative action items.
• Identifies process inefficiencies and recommends improvements to leadership.

Benefits

• competitive salary and benefits package