Facility Operations Specialist

UG2; Cambridge (MA); On-site; USD 45,000 - 65,000; Full time

Job summary

UG2 is seeking a Facilities Operations Administrator to support the Boston Operations Team. The role coordinates scheduling, meetings, safety training data, vendor coordination, and HR-related tasks, while assisting with payroll, billing, and reporting.

This office-based position requires strong organizational skills, attention to detail, and the ability to work with diverse teams. Occasional site visits may be needed.

Qualifications

• Minimum of two years of administrative support experience.
• Excellent communication and people skills at all levels of the organization.
• Proficiency in Microsoft Office and related products.
• Ability to meet multiple deadlines and solve problems.
• Good analytical thinking and attention to detail.
• Discretion with confidential information.
• Good verbal and presentation skills.
• Bilingual English/Spanish.

Responsibilities

• Handle general administrative duties (mailings, copies).
• Assist with ordering supplies and equipment.
• Manage filing and key account information/deadlines.

Skills

Administrative support

Communication

Microsoft Office

Deadline management

Analytical thinking

Discretion

Verbal communication

Presentation skills

Bilingual English/Spanish

Tools

JTS system

Microsoft Office

Job description

TheFacilities Operations Administratoris responsible for various tasks and administrative duties that support the day-to-day needs of the operations team. The Facilities Operations Administrator provides coordination and scheduling of meetings and training. They will assist with filing, processing and management of vital paperwork, including safety training data. The Facilities Operations Administrator will work closely with various teams, including the safety, billing and human resources team to support the local operations.

Administrative Tasks

• Handle general administrative duties such as mailings and making copies.
• Assist with ordering supplies and equipment.
• Manage filing (e.g., contracts) and key account information/deadlines.

Logistical Support

• Provide administrative support for logistical issues at the direction of the Vice President of Operations.
• Assist with troubleshooting client issues and responding to inquiries in coordination with the operations team.

Scheduling and Meeting Coordination

• Provide scheduling support for periodic business reviews, monthly manager meetings, and personnel/performance reviews.
• Coordinate and support safety training efforts, including managing training data.

Payroll and Billing

• Assist in processing weekly payroll for the operations team, including coordinating with field managers.
• Help with billing efforts by ensuring customer invoices are accurate and timely, and supporting the Billing team with site-based work/project invoices.
• Manage P-card transactions and oversight.

Quality Assurance and Reporting

• Support quality assurance efforts, including conducting inspections and managing inspection data.
• Generate, run, and format reports/spreadsheets in Excel, including vacancy, labor, procurement card, job performance, and ad hoc reporting.
• Track overtime and manage vacation and sick time for salaried operations employees.

Job and Work Order Management

• Organize, maintain, and process job tickets, ensuring all work in process is accounted for.
• Oversee and support managers with work orders through the JTS system.
• Maintain and update the Work Order Program for site-based janitorial work and customer contact information.

Janitorial Business Unit Support

• Assist with the preparation and distribution of monthly reports for assigned janitorial units.
• Build and maintain a standard reporting package/template for these units.
• Keep track of accounts requiring monthly reports and maintain electronic files of all reports.

Vendor and Client Coordination

• Assist with vendor onboarding and maintaining accurate records.
• Work with customers to provide necessary Certificates of Insurance and other paperwork for janitorial contracts.

Human Resources and Miscellaneous

• Support the HR Department by tracking Leave of Absences, Terminations, and Paid Time Off related to the Vice President of Operations.
• Review payroll timesheets for Union and Non-Union accounts.
• Perform miscellaneous errands and any other ad hoc tasks or projects as needed to support daily operations of the UG2 Boston Operations Team.
• Assist managers with various operational projects as required

Key Interactions

• Engage with all leaders and stakeholders.
• Engage with new and current employees.

Requirements (Knowledge, Abilities, Skills, and Education and/or Experience)

• A minimum of two years of administrative support-related work experience.
• Excellent communication and people skills; must be able to effectively communicate at all levels of the organization.
• Proficiency in Microsoft Office and other related products.
• Ability to meet multiple deadlines and identify/solve problems accordingly.
• Good analytical thinking and attention to detail skills.
• Discretion with confidential information.
• Good verbal and presentation skills.
• Bilingual -- English/Spanish.

Working Conditions and/or Physical Requirements

• Office-based role with potential for occasional visits to operational sites.
• Ability to lift up to 45 pounds.
• Attention to detail, organization skills, and the ability to work in various physical positions, including standing, sitting, and walking.

About UG2

At UG2, a leader in facility services, we are committed to innovation, excellence, and client satisfaction. We are committed to developing the strongest customer relationships and the highest service delivery benchmarks in the marketplace.

Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts. We also have regional offices in Chicago, Washington, D.C., New York City, West Palm Beach, Los Angeles, Sunnyvale, and Dallas.