Ap Operations Associate Jobs in Reston, VA (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 orderso Preventive maintenance work orderso Project and reimbursable work orders

Ensures work orders are:

o Properly entered into the CMMSo Accurately categorized and codedo 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 documentationo Tracking purchase orders associated with authorized worko Verifying PO alignment with approved scope and cost estimates

Coordinates vendor invoice processing by:

o Verifying invoices align with completed and accepted worko 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 Paperworko 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 statuso Preventive maintenance completiono Reimbursable work tracking and agingo 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 Spendingo Purchase orderso Invoiceso 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 EmployerAs 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/DisabledAffirmative Action Policy

Please review our Affirmative Action Policy.

Notice to Prospective EmployeesNotice 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 - $95.000Other Compensation:  noneBenefits: 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.

Employment Type: FULL_TIME