Business Operations Associate

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

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