Administrative Support Assistant

Allied Universal; Santa Ana (CA); On-site; USD 39,000 - 46,000; Full time

Job summary

Allied Universal is hiring an Operations Support Assistant to join our payroll-focused team in Santa Ana, CA. The role involves processing weekly payroll, capturing timesheets, and generating payroll reports.

You will coordinate with unemployment services and ensure accurate accruals for janitorial staff. We value a detailed, organized professional who communicates clearly and handles sensitive information with discretion.

Qualifications

• Must have a high school diploma or equivalent.
• Experience in administrative support and payroll processes.
• Strong written and verbal communication skills.
• Ability to handle sensitive information with discretion.
• Detail-oriented with strong organizational abilities.
• Proactive, self-directed team player.

Responsibilities

• Process weekly payroll and calculate vacation, PTO, sick time accruals.
• Capture timesheets for janitorial employees in a designated region.
• Run payroll and ensure records are accurate to reduce errors.
• Prepare and distribute final paychecks and related exits.
• Generate payroll reports and assist with accounts receivable aging.
• Coordinate with unemployment insurance vendor as needed.

Skills

Administrative support

Customer service

Verbal and written communication

Team player

Attention to detail

Self-directed

Organization

Discretion

Education

High School Diploma or Equivalent

College degree in Business Administration

Tools

MS Office

Job description

Company Overview:

Join Allied Universal® Facility Management and Janitorial Services! We’re committed to delivering exceptional cleaning, landscaping, and restoration services for commercial facilities. Be part of a welcoming and collaborative team where innovation meets excellence. We offer steady, reliable work in janitorial management, full-time and part-time janitorial roles, maintenance, landscaping, and metal restoration. If you want to make a meaningful impact and build a lasting career, we have opportunities for you. Join us and grow with a leader in the industry!

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.

Pay Rate: $20.00 Hr

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

QUALIFICATIONS:

• 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

PREFERRED QUALIFICATIONS:

• 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

Allied Universal® is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race/ethnicity, age, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, disability, protected veteran status or relationship/association with a protected veteran, or any other basis or characteristic protected by law. For more information: www.aus.com