Job description

Stuart Dean is currently seeking an Operations Assistant for its San Francisco office. This position will be the first point of contact and communication. In addition, the Operations Assistant will be responsible for supporting the Operations Department, processing human resources transactions (new hires, layoffs, terminations, etc.), timesheets and payroll, inputting orders into the firm’s financial reporting system (NAV), file maintenance and answering phones.

KNOWLEDGE AND EXPERIENCE

• high school diploma
• minimum of 3 to 5 years of office/administrative support experience
• prior experience with basic office accounting processes, human resource processes and transactions, data entry, administrative support and report creation strongly preferred
• excellent verbal and written communication skills a must
• proficient in Microsoft Office including Word and Excel
• competent at reviewing, editing, and preparing letters, basic reports, etc.
• bilingual in Spanish a plus

PRIMARY DUTIES AND RESPONSIBILITIES

· Scheduling and dispatching field technicians in an efficient and cost effective manner with NAV generated work orders

· Creating monthly maintenance work orders and ensuring all work orders are available to assigned technicians

· Distributing daily work schedule and collecting/distributing the night supervisors comments on jobs

· Interacting and coordinating with salespeople as necessary Schedule required maintenance

· Maintain inventory of parking cards

· Forward all parking tickets to our third party vendor for processing

· Maintain inventory of Easy Pass devices

· Interfacing with GPS tracking system and related deployment schedule

· Communicate and process all workers compensation and disability claims

· File all insurance claims for vehicle accidents

· Comply with all OSHA requirements

· Timely filing of all incident reports Collect all timesheets ensuring proper job coding and compliance with union contract rules and forwarding of such to Office Manager for processing

· Maintain all compensated absence information and ensure compliance with union contract rules

· Process all new hire and layoff paperwork, including unemployment forms and employee verifications, with HR

· Collect all timesheets ensuring proper job coding and compliance with union contract rules and forwarding of such to Office Manager for processing

· Maintain all compensated absence information and ensure compliance with union contract rules

· Process all new hire and layoff paperwork, including unemployment forms and employee verifications, with HR

· Collect all new hire paperwork including I9’s, arrange for drug tests of new hires and forward all to HR

· Input all orders into NAV to generate a Purchase Order with a job number or a general stock number which is then approved by the Operations Manager

· Ensure timely processing and approval of invoices

· Answer all calls as appropriate

· Maintain employee files in a locked and secured place

· Maintain all maintenance records

Job Type: Full-time

Pay: $25.00 - $27.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Experience:

• Administrative: 3 years (Required)
• Scheduling: 1 year (Preferred)

Work Location: In person

blackflymedia.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, blackflymedia.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, blackflymedia.com is the ideal place to find your next job.