Merchants Building Maintenance

Compensation

Full Description

Our client is a successful maintenance company that is growing and needs help in the office seeking an HR & General Office Coordinator. Although the environment is generally casual, they will need someone who can help set the tone, maintain organization and has a roll up your sleeves type of attitude. This position will coordinate with janitorial employees that speak Spanish, so bilingual English/Spanish skills are a must. Schedule: Monday-Friday 10am-4pm Job duties will include (but not be limited to):  Obtain properly completed new hire packets from new employees  Setup new employees in WinTeam  Request background checks through Corporate  Determine employment eligibility through E-Verify  Process termination paperwork for exiting employees. Update WinTeam with termination.  Prepare ID badges for new employees. Recruiting:  Place ads with Corporate HR or local listings  Prepare flyers for Area Manager distribution  Arrange for Job Fairs if needed  Take phone calls of interested applicants. Interview in person or on the phone. Payroll:  Update and distribute permanent timecard sheets for Area Managers  Submit management hours at the end of each payroll period  Enter production employee hours at the end of each payroll period. Send summary to Corporate Payroll prior to Corporate running check run.  Request manual checks for missed hours or errors reported Recurring Billing:  Prepare Change Order Forms for new accounts and for accounts with pricing changes. Receive approval for changes by Branch Manager. Submit to Corporate Banking Services.  Prepare monthly spreadsheet to reflect changes to recurring billing data basis. Compare to preview sheets sent to Branch monthly from Corporate Accounting. Submit final spreadsheet to Accounting prior to end of month for next month billing. Office Alarm System/Surveillance System:  Assign alarm codes to office staff, management, and other approved personnel.  Report problems to alarm system provider when necessary.  Periodically check surveillance system to make sure it is functioning properly. Telephone System/Cell Phones:  Maintain the office phone system. Request changes as needed with Corporate IT and provider. Investigate and report problems as needed.  Arrange for staff to handle all incoming calls and distribute according or take message.  Cell Phones. Maintain list of personnel assigned a Company phone. Review monthly usage reports for abuse and report to Management. Order new phone for new assignments and for replacements. Setup phones for usage prior to issuing to employees. Injury/Accident Reporting:  Report to Corporate Insurance injuries that have occurred. Prepare incident reports and all documentation.  Report to Insurance Companies.  Maintain OSHA reports and postings.  Distribution safety materials to Area Managers and workers. Aging Report/Collections:  Review aging report weekly. Identify customers with pending invoice exceeding 61 days. Print a copy of invoice(s) and forward to the customer as a reminder on the initial sending. If customer does not respond, follow up with a phone call verify if customer received the invoice(s).  Prepare and send to Corporate Accounting credit memos.  Discuss with Branch Manager customers that are delinquent and failing to response with payment. Setup New Accounts/Account Changes:  Prepare Change Order Form for new accounts. Assign an account number. Obtain approval from Branch Manager and forward to Banking Services.  Prepare Change Order Form for existing account changes. Address changes, PO#s, pricing, etc. Vehicle Inventory/Inspections:  Maintain log of all active vehicles.  Submit to Corporate Safety vehicle inspection reports.  Monitor required service and maintain service files. Credit Card Account Statements:  Review and process the monthly credit card statements sent from Corporate Accounting  Match receipts provided by user of the credit card and code according to type/department.  Forward to Corporate Accounting upon completion. Must be performed in a timely manner.  Handle receipts as instructed by Corporate Accounting. Accounts Payable:  Process incoming vendor invoices. Code according to type and department to charge. Arrange for approval before scanning and sending to Corporate Accounts Payable.  Process monthly subcontractor invoices (recurring and tag). Code according to service and prepare spreadsheet. Send to Corporate AP prior to end of month and requesting payment to be delivered to contractor on or before the last working day of the month.  Request COIs of subs and other vendors as requested by Corporate Tag Billing (Non-Bank Accounts):  Create invoices through WinTeam for non-bank customers. Banking Services Work Orders:  Receive and process bank work orders upon receipt from Corporate Banking Services. Prepare work tickets through WinTeam and assign to the appropriate Area Manager via email or hard copy.  Close out completed work orders as reported by Area Managers or waxers. WinTeam and customer portal if required. Confirm with customers completed work to their satisfaction prior to closing a work order if required by contract.  Track pending work orders. Monitor due dates. Report to Area Managers work orders that are overdue. Tag Billing (Bank Accounts):  Create invoices through WinTeam for bank customers. Inspection Deficiency Tracking:  Create work tickets for deficiencies reported from inspections. Distribute to Area Managers and subcontractors.  Close out upon notification of completion. Bank Periodical Work:  Maintain records of scheduled periodical work and report completions.  Send reminders to Area Managers and subcontractors on outstanding periodical needing to be completed. Ordering /Receiving of Supplies (customer and office). Approval before placing office supplies:  Review and place orders for customer supplies according to the vendor being used. Receive prior approval on the orders if instructed.  Inventory office supplies and place orders to replenish stock when needed.  Maintain updated supply ordering forms as changes with products are made.  Receive and distribute packages as delivered. Uniforms:  Issue uniform shirts to employees as approved. Maintain record of shirts issued by employee. Restock when needed. Do not run out of shirts. • This position is a temp-to-hire position but is not a temporary position - the client wants someone who will stay after the initial trial period and grow with the company. Excellent benefits after the trail period and onboarded officially with the client. Job Types: Full-time, Temp-to-hire Pay: $22.00 per hour Benefits: • 401(k) • Dental insurance • Health insurance • Life insurance • Paid time off • Vision insurance Application Question(s): • How many years of office experience do you have? • Are you available to work a full time schedule Monday through Friday? • Do you speak fluent Spanish AND English? Work Location: In person