Ap Operations Associate Jobs in Virginia (NOW HIRING)

About Us
When military bases, national security agencies, federal buildings, healthcare facilities, and leading commercial clients in Washington D.C and across the nation need superior facility support services, we answer the call. We offer a unique combination of government experience and facilities expertise that has helped us earn a position as one of the country's leading integrated service providers.
Job Summary
EMCOR Government Services has an immediate need for a Work Control Business Operations Manager in Arlington, VA. The Work Control Manager administers and coordinates the end to end work documentation and business processing flow for Facilities Operations & Maintenance (O&M), including service calls, preventive maintenance, project work, and reimbursable work orders (RWOs).
This position ensures that work is properly authorized, documented, tracked, and prepared for procurement and billing, while coordinating closely with operations, project managers, and business leadership. The role manages process flow and documentation integrity, but does not hold final approval authority for spending, billing, or revenue recognition.
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Essential Duties & Responsibilities
Work Order & CMMS Coordination
• Coordinates intake, tracking, and status management of:
o Service call work orders
o Preventive maintenance work orders
o Project and reimbursable work orders
• Ensures work orders are:
o Properly entered into the CMMS
o Accurately categorized and coded
o Supported by required authorization and scope documentation
• Coordinates with Operations and Project Managers to resolve incomplete or unclear work requests
• Supports work order closeout documentation and data quality reviews
Reimbursable Work Order (RWO) Administration
• Coordinates the reimbursable work order process from initiation through closeout
• Verifies that RWOs are supported by required approvals and funding documentation
• Tracks reimbursable work status, work in progress, and pending authorizations
• Prepares reimbursable documentation packages for management review
• Escalates discrepancies, missing approvals, or documentation gaps to the Deputy PM
Procurement & Purchasing Coordination
• Coordinatesprocurement support activities including:
o Preparation of purchase request documentation
o Tracking purchase orders associated with authorized work
o Verifying PO alignment with approved scope and cost estimates
• Coordinates vendor invoice processing by:
o Verifying invoices align with completed and accepted work
o Ensuring documentation is complete prior to submission for payment approval
• Maintains procurement and vendor documentation in accordance with contract requirements
Accounts Payable & Accounts Receivable Interface
• Coordinates with accounting staff and corporate finance to support:
o Timely processing of vendor invoices (AP)
o Preparation of client billing documentation (AR)
• Tracks billing and payment status for facilities work
• Maintains visibility of aging items and escalates concerns to management
Human Resources
• Processes final payroll/timesheets bi-weekly, ensures 100% accuracy and compliance.
• Monitors employee and subcontractor sign-in and sign-out logs
• Handles employee on-boarding requirements such as:
o 1-9 Paperwork
o FDIC provided phone assignment and eFOS access
• Timekeeping training
• Coordinating uniform/tool/equipment/electronic issue with Operations Managers/EMCOR IT
• Creates and processes Electronic Personnel Action Forms ("ePAF") as instructed by managers. Submits Personnel Action Forms ("PAF") for employee information updates (Emergency Contact Information, Change of Address, etc.) as it becomes available.
• Maintains employee records and files in consultation with EGS Human Resources Department
Reporting & Performance Tracking
• Prepares routine reports related to:
o Work order volume and status
o Preventive maintenance completion
o Reimbursable work tracking and aging
o Procurement and billing support metrics
• Provides data and documentation to support management reviews, audits, and inspections
• Maintains organized records to ensure audit ready documentation
Systems & Administrative Support
• Supports day to day administrative use of the CMMS and related tracking systems
• Provides user guidance and ensures staff follow established procedures
• Participates in coordination meetings and tracks assigned administrative action items
• Identifies process inefficiencies and recommends improvements to leadership
Authority & Accountability
• Authorized to coordinate and administer work documentation and process flow
• Authorized to elevate incomplete, unauthorized, or non compliant work for management review
• Does not approve:
o Spending
o Purchase orders
o Invoices
o Billing to the client
• Does not direct maintenance trades or construction execution
• Accountable for accuracy, completeness, and timeliness of work documentation and coordination
Qualifications
• Associate's degree or equivalent experience required
• Bachelor's degree in business, facilities management, or related field preferred
• 3-6 years experience in facilities administration, work management, or project support
• Experience on federal or performance based contracts preferred
• Working knowledge of Facilities O&M workflows and work order lifecycle
• Experience coordinating reimbursable or project based work processes
• Proficiency with CMMS platforms (e.g., Maximo or equivalent)
• Familiarity with procurement, purchasing, and invoice documentation
• Strong organizational and communication skills
• Ability to manage multiple workflows and deadlines simultaneously
• Proficiency with Microsoft Office (Excel, Word, Outlook)
Equal Opportunity Employer
As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled
Affirmative Action Policy
Please review our Affirmative Action Policy.
Notice to Prospective Employees
Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine.
EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent.
Geographic Disclosure
Compensation Range: $80,000 - $95.000
Other Compensation: none
Benefits: We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.