Business Operations Associate
Description
Reporting to the Operations Support Manager, the Business Operations Associate helps manage key business processes and supports a variety of departments within the organization including Accounts Receivable, Staffing, Business Development, Finance, and Payroll. This position plays a critical role in managing customer relations to both internal and external customers, preparing accurate timesheet and invoices, while providing high-level administrative support to field technicians, team members, and other leadership staff.
Duties/Responsibilities:
Act as primary point of contact for field technicians and communicates effectively regarding projects and employee needs
Provide high-level administrative support and assistance to field technicians, leadership staff, and/or other team members
Perform clerical and administrative tasks in an organized and error free manner
Ensure field technicians have the tools they need to enter time/expenses/adjustments, etc. and assist employees as needed in entry of time/expense/adjustments, etc.
Understand how to utilize various payroll and HRIS software programs such as Paylocity, Phoenix, etc.
Responsible for setting up field technicians in Paylocity (assign job codes based on other system software interfaces, create job codes as necessary, and assign appropriate payroll policies)
Review POs, Contracts, etc., provided by Business Development and set up invoice templates accordingly, to include bill rates, etc.
Generate and maintain invoicing templates, training transcripts and process flow documents for primary assigned accounts.
Ensure invoice template formulas are accurate, and that invoice tracker information is updated to ensure accurate accounting and no revenue loss resulting from inaccurate invoices
Provide peer review of counterpartsā invoicing templates, training transcripts, and process flow documents.
Notify key stakeholders when a PO or Contract total has been invoiced to within 20% remaining value so that change notices or new POs can be initiated
Track allocated funds and maintain communication with Operations, Finance and Business Development regarding outstanding POs and/or Change Notices
Ability to understand customersā travel and expense policies and assist resources with any issue resolution relating to the policies
Review and approve employee expense reports, ensuring compliance with applicable travel policies
Must identify and resolve issues/problems that arise with an internal and external customer first approach
Initiate timecard details and ensure reports are accurate before submission to clients and management for approval
Generate and maintain field personnel resumes based on completed company project assignments
Perform other related duties as assigned
Requirements
Required Skills/Abilities:
Excellent verbal and written communication skills
Excellent organizational skills and attention to detail
Excellent time management skills with a proven ability to meet deadlines
Ability to identify and resolve issues and challenges as they arise
Displays a kind, welcoming/can-do attitude, and approaches work tasks enthusiastically
Must be flexible and able to adapt quickly to change
Must possess the ability to coach others and receive coaching when appropriate
Ability to function well in a high-paced and at times stressful environment
Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software
Ability to work unsupervised, make decisions and solve routine problems independently, effectively, and creatively
Desire to continuously learn, displaying a positive and flexible attitude toward growth and change as the organization evolves.
Education and Experience:
High school diploma or equivalent required
Position level will be evaluated against the applicantās years of related and relevant experience
Business Operations Associate I: 6 months of related and relevant administrative experience
Business Operations Associate II: 2 years of related and relevant administrative experience
Business Operations Associate III: 4 years of related and relevant administrative experience.
Senior Business Operations Associate: 6 years of related and relevant administrative experience.
Preferred Experience:
Nuclear administrative experience
Senior Management or Executive level administrative experience
Associate or Bachelorās degree
Physical Requirements:
Position is remote and requires reliable high speed internet access and ability to have an in-home work environment free of distractions
Prolonged periods sitting at a desk and working on a computer
Apply To This Job
Reporting to the Operations Support Manager, the Business Operations Associate helps manage key business processes and supports a variety of departments within the organization including Accounts Receivable, Staffing, Business Development, Finance, and Payroll. This position plays a critical role in managing customer relations to both internal and external customers, preparing accurate timesheet and invoices, while providing high-level administrative support to field technicians, team members, and other leadership staff.
Duties/Responsibilities:
Act as primary point of contact for field technicians and communicates effectively regarding projects and employee needs
Provide high-level administrative support and assistance to field technicians, leadership staff, and/or other team members
Perform clerical and administrative tasks in an organized and error free manner
Ensure field technicians have the tools they need to enter time/expenses/adjustments, etc. and assist employees as needed in entry of time/expense/adjustments, etc.
Understand how to utilize various payroll and HRIS software programs such as Paylocity, Phoenix, etc.
Responsible for setting up field technicians in Paylocity (assign job codes based on other system software interfaces, create job codes as necessary, and assign appropriate payroll policies)
Review POs, Contracts, etc., provided by Business Development and set up invoice templates accordingly, to include bill rates, etc.
Generate and maintain invoicing templates, training transcripts and process flow documents for primary assigned accounts.
Ensure invoice template formulas are accurate, and that invoice tracker information is updated to ensure accurate accounting and no revenue loss resulting from inaccurate invoices
Provide peer review of counterpartsā invoicing templates, training transcripts, and process flow documents.
Notify key stakeholders when a PO or Contract total has been invoiced to within 20% remaining value so that change notices or new POs can be initiated
Track allocated funds and maintain communication with Operations, Finance and Business Development regarding outstanding POs and/or Change Notices
Ability to understand customersā travel and expense policies and assist resources with any issue resolution relating to the policies
Review and approve employee expense reports, ensuring compliance with applicable travel policies
Must identify and resolve issues/problems that arise with an internal and external customer first approach
Initiate timecard details and ensure reports are accurate before submission to clients and management for approval
Generate and maintain field personnel resumes based on completed company project assignments
Perform other related duties as assigned
Requirements
Required Skills/Abilities:
Excellent verbal and written communication skills
Excellent organizational skills and attention to detail
Excellent time management skills with a proven ability to meet deadlines
Ability to identify and resolve issues and challenges as they arise
Displays a kind, welcoming/can-do attitude, and approaches work tasks enthusiastically
Must be flexible and able to adapt quickly to change
Must possess the ability to coach others and receive coaching when appropriate
Ability to function well in a high-paced and at times stressful environment
Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software
Ability to work unsupervised, make decisions and solve routine problems independently, effectively, and creatively
Desire to continuously learn, displaying a positive and flexible attitude toward growth and change as the organization evolves.
Education and Experience:
High school diploma or equivalent required
Position level will be evaluated against the applicantās years of related and relevant experience
Business Operations Associate I: 6 months of related and relevant administrative experience
Business Operations Associate II: 2 years of related and relevant administrative experience
Business Operations Associate III: 4 years of related and relevant administrative experience.
Senior Business Operations Associate: 6 years of related and relevant administrative experience.
Preferred Experience:
Nuclear administrative experience
Senior Management or Executive level administrative experience
Associate or Bachelorās degree
Physical Requirements:
Position is remote and requires reliable high speed internet access and ability to have an in-home work environment free of distractions
Prolonged periods sitting at a desk and working on a computer
Apply To This Job