Job Description Summary

Responsible for the oversight and direct management of account staff and related personnel management items. Performing office and administrative duties is support of contract mission. Actively participate in bidding, vendor qualifying, client invoice generation, and accounting. Duties include general, routine office duties for contract sites, following standard procedures and specific instructions. Duties performed include using computers, data entry, file maintenance, operation of office equipment, answering telephones, opening and closing work orders, maintaining equipment status, maintaining inventory tracking system, maintaining staff files, and purchasing system. Process accounts payable invoices, manage on site Worker’s Compensation files, assist with payroll issues and submit weekly Kronos payroll.

Procurement and Accounting

Manage all spend at account via requisitions and see them through to completion to include billing to client. This position will be 100% responsible for the complete process and supporting audit. Order materials and supplies and place orders through purchasing system. Properly code, review and process invoices. Review GL to ensure expenses are accurate and allocated to the proper cost center. Assist with tracking budget as needed. Backup for the Warehouse staff to receive, expedite and return materials and equipment.

Administration and Support

Manage on-site routine filing system of employee files, training records, subcontract data, maintenance records, etc. Operate office equipment including computer, facsimile and copy machine. Proofread work for errors and make corrections as needed. Serve as backup to Call Center, answer incoming calls, greet and assist visitors. Respond to information requests as well as reservations requests politely. Complete and route forms, spreadsheets and data matrixes as needed. Provide administrative support including typing letters, memos, drafting monthly reports and presentations, and providing support in accordance with site and CWS requirements. Perform other duties necessary to provide general administrative support to the team. Handle departmental projects assigned. Support the account manager in any request/task. Support the account on any requested corporate program and initiative. Train Facility Coordinators on client and C&W processes/procedures.

Human Resources

Oversight and direct management of weekly time entry and Payroll submission process using automated time keeping system. Oversight and direct management of maintaining adequate staffing levels, job requisition and posting process via Workday, hiring and onboarding process via Workday. Oversight and direct management of all employee training requirements for staff.

Preferred Requirements

High school diploma required. Associate’s degree a plus. 5 years’ applicable experience with Facility Services or Subcontracting a plus. Ability to work accurately with finance, accounting and budgets. Ability to multi-task and work in a fast-paced environment. Proficiency with computers and MS Office Suite. Prior experience with automated work order management system. Scheduling off staff and organizing project activities including meetings, training, etc.

Pay: $90,000.00 - $103,000.00 per year

Benefits:

Work Location: In person

Cushman & Wakefield

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