Operations Administrator - Phoenix, AZ

Provides comprehensive administrative support to include: creating records and maintaining files and various manuals; preparing and coordinating reports, documents and correspondence; using and/or maintaining databases; ordering, receiving and tracking costs for equipment and material purchases.

Essential Duties and Responsibilities:

Provides comprehensive administrative support to managers, supervisors and others in area or areas of responsibility. Includes administering policy, creating documents, maintaining files, producing financial reports, problem resolution, and coordinating project financial tracking.

• Codes, processes and tracks invoices.
• Trains/supports Supervisors regarding Procurement/Monthly Forecasting/Accrual Policy and maintains records for Audits.
• Coordinates Monthly O&M and Capital Forecasting for 3 supervisors (accruals, variance reporting, forecasting) and enters data into forecasting systems.
• Provides and updates monthly and yearly financial reports to local management and other company leadership.
• Assists in the preparation of annual budgets for the operating area.
• Supports field personnel with credit card transactions, timesheets and expense reports.
• Prepares various reports from information provided by others, from information maintained in the regular performance of work, or may have to research/gather necessary information from recognized appropriate sources.
• Recognizes and addresses problems and prevents or recommends actions to prevent development of problems; contributes ideas and recommendations for generating and implementing new ideas and procedures.
• Verifies that office machines & equipment are maintained in proper working order; interface with vendors who provide service and supplies for equipment.
• Orders, receives, and maintains supplies and materials required by the area or office.
• Complete all required training in a timely manner.
• Participate in the safety program and maintain safety training records.
• Represents the Company in a professional and positive manner when dealing with employees, the public and others with whom the Company does business, in person, electronically in communications and on the phone.
• Maintains work area in such a manner as to visually demonstrate organization and control of files managed and maintained.
• Schedules and sets up conference rooms and orders lunches for meetings.
• Other related duties as assigned.

Education:

• An associate’s degree with 2 or more years' experience in an Administrative/Office Manager role or may consider more relevant experience and knowledge in lieu of degree.
• Four-year degree in accounting/business related discipline is beneficial.

Position Requirements:

• Intermediate to advanced proficiency level in Microsoft Office Products, including Word, Excel, and Power Point.
• Strong analytical, organizational, problem solving, and time management skills.
• Must be capable of working independently while completing multiple tasks simultaneously under strict deadlines.
• Ability to organize and prioritize daily work and maintain strict confidentiality.
• Able to communicate and work cooperatively with various levels of internal management and staff, as well as outside clients and vendors, to resolve issues while adhering to deadlines.
• Must possess excellent written and verbal communications skills.
• Sustain regular and predictable attendance.
• Must possess and maintain a valid driver's license and a driving record satisfactory to the company and its insurers
• Attention to detail is critical.

The work hours are 7:00 AM - 3:30 PM. There could be occasional overtime.


The successful candidate will be required to clear a drug screen and a complete background check, after an offer has been extended and prior to being employed. This position may be subject to random drug testing.

EQUAL OPPORTUNITY EMPLOYER STATEMENT: We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.