Systems Operations Specialist

ACCO Engineered Systems; Pleasanton (CA); On-site; USD 36,000 - 40,000; Full time

Job summary

ACCO Engineered Systems is seeking an organized administrative professional to support the Systems Operations team with payroll entry, daily reports, and warranty documentation. This role involves processing timesheets, collecting start-up data, and maintaining accurate records across multiple systems.

The successful candidate will excel at multitasking, have strong Excel/Word and Google Apps skills, and work well under pressure.

Qualifications

• Data entry experience; type at least 50 wpm with few errors.
• High school diploma or equivalent.
• Background in contracting or construction preferred.
• Experience in customer service and/or dispatch preferred.
• Strong organizational and time management skills.
• Excellent written and oral communication.

Responsibilities

• Manage payroll entry by reviewing corrections and tracking expenses.
• Collect daily reports from start-up techs by job number.
• Review and submit timesheets via Rhumbix and file corrections.
• Document warranty service calls in 360/IFS and note Start-Up/balance/warranty.
• Generate, review and file Start-Up, Air Balance reports and warranty letters.
• Distribute Start-Up and Air Balance reports to Project Managers.
• Perform additional tasks as assigned by Lead Admin and Regional Manager.

Skills

Data entry

Microsoft Excel

Time management

Communication skills

Google Applications

Multitasking

Team player

Education

High School diploma

50 WPM typing

Tools

Rhumbix

360/IFS

Bluebeam

Smartsheet

Box

Gmail

Job description

Job Summary:

This position is responsible for providing administrative support including TAB Reports, Start-Up Reports, and Warranty Documents for the Systems Operations team.

Essential Duties and Responsibilities:

• Manage payroll entry by reviewing and checking for corrections and keeping track of expenses and receipts.
• Collect the Dailies weekly from the start-up techs for review by job number.
• Review, check and submit timesheets via Rhumbix and submit any time sheet corrections to Payroll.
• Work in 360/IFS in documenting warranty service calls and Start-Up/balance/warranty notes.
• Generate, review and file Start-Up and Air Balance reports and warranty letters.
• Finalize Start-Up and Air Balance reports and distribute them to appropriate Project Managers.
• Other tasks as assigned by Lead Admin and Regional Manager.

Position Requirements (Work Experience, Skills, Licenses, etc.):

• Great organizational and time management skills to handle several tasks in a high pressured, fast paced environment.
• Knowledgeable in Microsoft Excel and Word, Gmail, Google Applications (Google Drive; docs, sheets, etc.), PDF Writer, Bluebeam, Smartsheet and Box.
• Ability to multitask, prioritize and complete work in a timely manner.
• Must be goal oriented and a team player.
• Strong written and oral communication skills.

Education and Experience

Required

• High School diploma or equivalent.
• Data entry experience. Must be able to type 50 wpm with minimal mistakes.

Desired

• Background in contracting or construction field preferred.
• Experience in customer service and/or dispatch preferred.

ACCO Competencies:

• Proactivity/Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one's level/position and with minimal supervision.
• Perseverance: Shows wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.
• Motivation/Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals, takes responsibility, and shows personal humility.
• Technical Curiosity/Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feedback; demonstrating an openness to learning and change.
• Insight: The ability to gather and make sense of information that suggests new possibilities.
• Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.
• People Skills: Is approachable and gains the mutual trust and respect of others. Understands people's strengths & weaknesses and actively seeks to understand other perspectives.
• Communication: Fosters open, honest, candid and respectful communication. Effectively assesses, defines and communicates issues in a timely manner, both written and verbal.
• Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture: Understands and contributes to the organizations' short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success.
• Problem-Solver: Ability to identify, analyze, and solve problems in support of personnel, group, department, or organizational objectives.
• Execution: Effectively takes a vision and translates into action by including the right people. Identify and remove barriers, when possible, to achieve results. Demonstrates appropriate compromise, effective time management, prioritization practices and holds team members (including themselves) accountable for their performance/conduct.
• Professionalism: Respectfully observes and challenges the status quo with intent for improvement. Can take direction, accept feedback, and take full responsibility for his/her actions. Lead by example through positive influence and ethical leadership with consideration of the entire organization.

Job Responsibility Level:

No direct reports

Travel Requirements:

Travel required 0-10% of the time to other office locations.

Hours:

This is a non-exempt position from Monday through Friday. Work hours begin and end between 7:00 am and 4:00 pm with a one-hour break for lunch and two rest breaks. Eight hours per day is required and other occasional overtime may be necessary for business needs

Physical Demands:

(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds.
• Specific vision abilities required by this job include close vision and ability to adjust focus.
• Prolonged sitting.
• Frequently required to reach with hands and arms.
• Occasionally required to stand; walk and stoop, kneel, crouch.

Competitive Wages:

$26 to $29 per hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.