Operations Coordinator

Summary: 

The Operations Coordinator is responsible for overseeing daily administrative operations and fostering strong, professional relationships with clients, vendors, and employees. This position supervises one direct report, the Administrative Assistant/Receptionist, and reports directly to the Project Manager. The Operations Coordinator interacts regularly with personnel across the plant and serves as a key point of contact for corporate Accounts Payable staff, clients, visitors, contractors, and employees. Success in this role requires maintaining professional, courteous, and collaborative working relationships with all stakeholders while ensuring efficient administrative support for plant operations.

Nature & Scope-Principal Areas of Responsibilities: 

• Assist all personnel with day-to-day administrative requirements.   
• Prepare Authorized Signed Agreement (ASA) for submission and approval to client.    
• Track project expenses for ASA costs. Incumbent will review monthly billings for pass thru and ASA items and submit them to the client.   
• Enter reports for Burbank personnel.   
• Track ASA balances and distribute to Managers.   
• Review all requisitions and NPRs issued through prior to Project Manager approval.   
• Cover the front desk during lunch and breaks and when direct report is out of the office.   
• Review month-end financial reports and advise Project Manager of questionable items and follow-up with Client for collection of outstanding revenue; in absence of direct report  will enter time for all non-exempt Burbank employees in accurate and timely manner.   
• Oversee ordering of office and janitorial supplies. 
• Verify all requisitions for project (GL codes and project data) and identify as ASA or pass through charge as well as reconcile all accounts for manager approval.  
• Track all technical training of project personnel.   
• Partners with Human Resources and completes new hire paperwork (including I-9 form and new hire orientation) and maintains local Personnel files.   
• Be knowledgeable of Federal/California labor laws, including required workplace postings.  
• Assimilate required Quality Control Report (QCR) data and input in report.     

Job Requirements:  

Education/Equivalent: 

• Minimum of High School Diploma or equivalent required. Associates Degree Preferred in Accounting and/ or business administration.   

 Work Experience Needed: 

• Minimum of 5 years’  of administrative assistance experience, as well as accounts payable experience processing invoices.   

Special Skills/Abilities Needed: 

• Knowledge of Google Suite and Microsoft Office, as well as PeopleSoft, ADP and VisaWorks.   
• Must possess superior organizational skills and be able to plan, prioritize, and work simultaneously on multiple projects
• Ability to communicate effectively, both orally and in writing.   
• Strong aptitude for planning, organizing, scheduling, assigning and evaluating the work of subordinates.   
• Ability to train, encourage, coach, and counsel subordinate employees.   
• Ability to work independently and accurately, and with all levels of personnel.      
• Ability to shift priorities frequently and effectively perform under pressure.