Operations Coordinator Jobs

About The Position

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.