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 counterparts’ 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 customers’ 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 applicant’s 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 Bachelor’s 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