[Hiring] Business Operations Associate @Hi Tech Solutions LLC

Role 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.

• 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.

Qualifications

• 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.

Requirements

• 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.