Operations Support Specialist

UG2; Boston (MA); On-site; USD 40,000 - 65,000; Full time

Job summary

An established industry player seeks an Operations Support Specialist to enhance daily operations through effective administrative support. This role involves managing expense reports, scheduling, and financial assistance, ensuring smooth workflow and client engagement. The ideal candidate will thrive in a dynamic environment, showcasing exceptional organizational skills and proficiency in Microsoft Office. Join a company dedicated to innovation and excellence in facility services, where your contributions will directly impact client satisfaction and operational efficiency.

Qualifications

• Minimum two years of professional experience, preferably in facilities.
• Strong organizational and multitasking abilities.

Responsibilities

• Manage expense reports and update contact lists.
• Assist in scheduling meetings and support payroll processing.

Skills

Organizational Skills

Communication Skills

Microsoft Office Proficiency

Problem-Solving Skills

Tools

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

Microsoft Excel

Job description

Join to apply for the Operations Support Specialist role at UG2.

The Operations Support Specialist is responsible for overseeing administrative tasks and operational duties essential to daily team operations. The role requires excellent organizational skills, the ability to execute directives efficiently, and thrives in a fast-paced, deadline-driven environment. Proficiency in Microsoft Office and strong communication skills are necessary.

This position reports to the Natick Office 5 days a week.

Job Responsibilities

• Administrative Support: Manage expense reports, change of status forms, update contact lists, provide Certificates of Insurance (COIs) and W9s, and handle notices for unemployment claims.
• Scheduling and Coordination: Assist in scheduling meetings and client engagements, support supply and equipment orders.
• Financial and Payroll Assistance: Support weekly payroll processing, coordinate with managers, support billing efforts, and maintain invoicing contacts.
• Contract Management and Client Engagement: Manage contracts, support onboarding, and communicate employee status discrepancies to HR/payroll.
• Additional Tasks: Handle PTO tracking, support expense submissions, manage client inquiries, and assist with various projects and departmental liaison activities.

Key Interactions

• Engage with leaders, stakeholders, clients, and employees.
• Partner with VPs and Directors of Operations.

Requirements

• Minimum two years of professional experience, preferably in facilities.
• Financial experience with accounts receivable, payroll, and timekeeping.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Professional engagement across organizational levels.
• Proficiency in Microsoft Word, Outlook, PowerPoint, and Excel.
• Problem-solving skills.

Working Conditions

• Office-based role with occasional site visits.
• Ability to lift up to 45 pounds.
• Attention to detail and physical ability to work standing, sitting, and walking.

About UG2

UG2 is a leader in facility services, committed to innovation, excellence, and client satisfaction, with regional offices across the US.