Location: St. Petersburg, FL
RESPONSIBILITY LEVEL:
Perform office and administrative duties is support of contract mission. Actively participate in bidding, vendor qualifying, client invoice generation, and accounting. Duties include general routine office duties for contract sites, following standard procedures and specific instructions. Duties performed include using computer, data entry, file maintenance, operation of office equipment, answering telephones, opening and closing work orders, maintaining equipment status, maintaining inventory tracking system, maintaining staff files, and purchasing system. Process accounts payable invoices, manage on site Worker’s Compensation files, assist with payroll issues and submit weekly Kronos payroll.
PRINCIPLE DUTIES:
Procurement and Accounting
- Manage all spend at account via requisitions and see them through to completion to include billing to client. This position will be 100% responsible for the complete process and supporting audit.
- Order materials and supplies and place orders through purchasing system.
- Properly code, review and process invoices. Review GL to ensure expenses are accurate and allocated to the proper cost center.
- Assist with tracking budget as needed.
- Backup for the Warehouse staff to receive, expedite and return materials and equipment.
Administration and Support
- Create presentation-ready reports on site activity, including performance, KPI tracking, trends, etc.
- Manage on-site routine filing system of employee files, training records, sub contract data, maintenance records, etc.
- Operate office equipment including computer, facsimile and copy machine.
- Proofread work for errors and make corrections as needed.
- Serve as backup to Call Center, answer incoming calls, greet and assist visitors. Respond to information requests as well as reservations requests politely.
- Complete and route forms, spreadsheets and data matrixes as needed.
- Provide administrative support including typing letters, memos, drafting monthly reports and presentations, and providing support in accordance with site and CWS requirements.
- Perform other duties necessary to provide general administrative support to the team.
- Handle departmental projects as assigned.
- Support the account manager in any request/task.
- Support the account on any requested corporate program and initiative.
Human Resources
- Monitor and ensure completion of all CWS and Client required training for all site-based employees.
- General Human Resources Support.
- Collect payroll records and input employee’s time into the payroll system.
- File and process paperwork for staff hiring and record maintenance.
PREFERRED REQUIREMENTS:
- High school diploma required. Associates Degree a plus.
- 3-5 years’ applicable experience. Experience with Facility Services or Subcontracting a plus. Ability to work accurately with finance, accounting and budgets.
- Ability to multi-task and work in a fast-paced environment.
- Proficiency in Microsoft Office, Procurement Programs, CMMS and Timekeeping systems
- Must be a team player and committed to working in a quality environment.
- Ability to type a minimum of 50 w.p.m. accurately.
- Demonstrates exceptional customer service skills.
- Ability to communicate in English professionally, in a clear and concise manner. Possess proper oral and written communication skills (spelling, grammar and punctuation).
- Ability to perform sensitive and confidential tasks.
- Scheduling and organizing project activities including meetings, training, etc.
About Us:
A leader in facilities services with 65 years of experience. C&W Services is one of the largest facility services companies in the USA & Canada with a 65-year history of helping clients drive down operating expenses, increase facility efficiency and up-time, enable strategic business decisions and create positive experiences for the people who work, shop, learn, live and play in the facilities we maintain. We’re building the best team in the industry – our people are the heart and vitality of C&W Services. In joining C&W Services, you’re joining a firm with a rich history, blue-chip client list, and the backing of sister company Cushman & Wakefield, one of the world’s largest property advisory firms and the reason for our success is simple – talented people. Visit our website at https://cwservices.com.
Learn why C&W Services is an ideal place for veterans to continue their careers: https://cwservices.com/veterans/
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Job Type: Full-time
Experience:
- CMMS: 1 year (Preferred)
- Account Management: 1 year (Preferred)
- Microsoft Office: 1 year (Preferred)
- Administrative: 1 year (Preferred)
Education:
