Job Description
Job DescriptionDescription:
About the Job
Job Title: Operations Administrator
Classification: Full-Time | Non-Exempt/Hourly
Location: This is an On-Site position at our office in Kearny Mesa
Reports to: Operations Admin Manager
Schedule: Monday - Friday
About the Company: LotManagement partners with industry-leading property owners and managers by providing a multitude of services, which include janitorial, power washing, sweeping, window cleaning, engineering, maintenance, asphalt, masonry, and parking lot striping.
About You: We’re looking for a detail-oriented and highly organized Operations Administrator who thrives in a fast-paced, multi-division environment. The right person is a proactive communicator with strong administrative skills, capable of juggling high volumes of documentation, coordinating with subcontractors, and supporting both field operations and internal teams. If you're someone who enjoys process, accuracy, and being the go-to person for keeping things on track, we want to hear from you.
This individual will play a pivotal role in supporting many functions within our operations team through the following areas of responsibility:
· Accurate and timely creation of high-volume RFPs (Request for Proposal), Proposals, and Work Orders covering multiple divisions
· Support communication with Sub-Contractors verifying the schedule of work, and collection of invoices
· Assist and support operations to ensure all work details have been captured for the closure of the job
· Prepare and send schedule notifications to clients daily ensuring all parties are aware of job status
· Provide the necessary level of customer service to internal team members (Ops and Accounting) on ad hoc request
· Gather and prepare data/reports for monthly meetings to discuss outstanding RFPs/Work Orders
· Enter job cost and non-job costed reported hours for the Operations team while performing timecard audits
· Support gathering necessary Client and Vendor information for proper setup within the system
· Assist in open purchase orders process review
· Assist in documentation management (i.e.) Credit Card expense reports, W9s, business licenses, etc…
Requirements:
Education, Experience, and Skills:
· 1+ year of office or administrative work preferred, but not required
· Bilingual in English and Spanish preferred, but not required
· Strong oral, written, and interpersonal communication skills
· Strong organizational and interpersonal skills, including both written and verbal communication
· Attention to detail and use of reasonable judgment
· Microsoft Office and CRM knowledge (Sage, Zoho, Crystal Reports) preferred, but not required
· Ability to maintain confidentiality, work with others collaboratively, and possess good organizational and problem-solving skills
Physical Demands:
This position requires the employee to sit for the majority of the day, with occasional standing. Constant hearing, seeing, talking, communicating, reading, writing in an indoor environment. Will require long periods of time reviewing information on computer monitors.
We Offer:
- Weekly Pay
- Medical, Dental, Vision, and 401(K) company matched
- Accrued PTO, Holiday pay, and CA Sick Days
This employer participates in E-Verify and will provide the federal government with your form i-9 information to confirm that you are authorized to work in the U.S.
All offers of employment are contingent upon successfully passing a pre-employment background check, drug screening, and physical endurance test relevant to the job requirements. We are an equal opportunity employer and consider all qualified applicants without regard to race, color, religion, sex, national origin, disability, veteran status, or any other protected characteristic under applicable law.