The Assistant Operations Manager is a full-time onsite position that works closely with the Onsite Operations Manager to support the daily administration and operation of HamHed’s services at the VA Medical Center in Long Beach, California.

About HamHed

HamHed LLC is a Service-Disabled Veteran-Owned Small Business (SDVOSB) providing property maintenance and facility support services to federal, state, and local government customers. Established in 2003, HamHed supports government facilities throughout the United States with services including janitorial and facility cleaning, floor care, window cleaning, recycling and waste management, and other facility-support services.

About the Job

The Assistant Operations Manager works directly with the Onsite Operations Manager to help keep the onsite operation organized, staffed, compliant, and running effectively.

This role is responsible for payroll, timekeeping, scheduling, records, and other administrative responsibilities. The role will also be actively involved in employee onboarding, training coordination, performance feedback, communication, and daily operational support.

This role supports new employees from the start of the employment process through their transition into the onsite team. This includes coordinating required paperwork and background-check requirements, helping employees understand onsite expectations, coordinating and tracking required training, and confirming that onboarding requirements are completed.

This role also works directly with existing employees and supervisors. This may include answering questions, communicating expectations, following up on assignments or documentation, providing employees with feedback regarding their work and performance, and bringing significant performance, conduct, or employee-relations concerns to the Onsite Operations Manager or appropriate HamHed leadership.

The Assistant Operations Manager must be comfortable working across different schedules and interacting with employees on multiple shifts when needed. While the position includes regular administrative responsibilities, it is not exclusively a desk-based role.

What You’ll Do

Your responsibilities may include:

• Work closely with the Onsite Operations Manager to support the daily operation of the contract and onsite workforce.
• Provide administrative and operational support to the Onsite Operations Manager across staffing, employee management, quality, documentation, client needs, and other day-to-day responsibilities.
• Assist with coordinating employee schedules, shift coverage, call-offs, schedule changes, and other staffing needs.
• Work across shifts or schedules when needed to support employees, supervisors, training, onboarding, meetings, or operational requirements.
• Review employee timekeeping records, verify hours, identify discrepancies, coordinate corrections, and support accurate and timely payroll processing.
• Maintain accurate and organized employee, payroll, timekeeping, training, onboarding, and operational records.
• Coordinate the onboarding process for new employees, including required paperwork, orientation, training, background check requirements, badging requirements, and other pre-employment or facility-access requirements.
• Track onboarding and background-check requirements and follow up with employees to ensure required steps are completed.
• Help coordinate and document employee training and confirm required training is completed.
• Assist new employees with understanding company expectations, facility requirements, schedules, procedures, and other information necessary to successfully begin work.
• Communicate directly with employees regarding schedules, attendance, documentation, training, operational expectations, and other workplace matters.
• Observe employee performance and provide appropriate day-to-day feedback, coaching, and direction regarding work performance and established expectations.
• Document and communicate performance, attendance, conduct, or other employee concerns to the Onsite Operations Manager and escalate matters requiring additional management or HR involvement.
• Assist the Onsite Operations Manager with following up on performance concerns, corrective actions, operational issues, and other assigned matters.
• Support supervisors and employees with routine questions and help ensure issues are directed to the appropriate person when additional assistance is required.
• Assist with quality and operational follow-up, including communicating deficiencies or expectations to employees and confirming assigned corrective actions are completed.
• Communicate professionally with employees, supervisors, VA personnel, and HamHed leadership.
• Use email, Microsoft Teams, Paylocity, and other company systems to communicate, maintain information, complete assigned tasks, and support the onsite operation.
• Prepare and maintain schedules, reports, spreadsheets, employee documentation, training records, inspection information, and other operational records.
• Track deadlines, required documentation, employee requirements, and outstanding action items and follow through until completion.
• Maintain confidentiality when handling employee information, payroll information, personnel matters, and sensitive company or client information.
• Assist with meetings, employee communications, inspections, special projects, and other onsite activities.
• Step in to coordinate routine operational matters when the Onsite Operations Manager is unavailable, within the authority and expectations established for the position.
• Recognize when an issue requires the involvement of the Onsite Operations Manager, Human Resources, or other HamHed leadership and escalate appropriately.
• Perform other administrative and operational duties as needed to support the Onsite Operations Manager and the successful performance of the contract.

What We’re Looking For

We are looking for a dependable, highly organized professional who can work closely with the Onsite Operations Manager to support both the administrative and day-to-day operational needs of the onsite team.

This position requires someone who is comfortable balancing detailed administrative responsibilities with direct employee interaction and operational support. The right person will be able to work independently, take initiative, follow through on responsibilities, communicate professionally, and recognize when an issue requires additional management or Human Resources involvement.

We’re looking for someone who is:

• Highly organized and able to manage multiple responsibilities, deadlines, schedules, records, and follow-up items at the same time.
• Detail-oriented and accurate when reviewing timekeeping information, employee records, onboarding requirements, training documentation, and other important information.
• Dependable and consistent in completing assigned responsibilities and following through on outstanding items.
• Comfortable working directly with employees, answering questions, communicating expectations, and providing appropriate feedback and day-to-day coaching.
• Professional and respectful when communicating with employees, supervisors, VA personnel, and HamHed leadership.
• Able to communicate clearly and professionally, both verbally and in writing.
• Comfortable supporting employees and operations across different shifts and schedules when needed.
• Able to take initiative and address routine administrative and operational matters without requiring constant direction.
• Able to exercise sound judgment and recognize when a concern should be brought to the Onsite Operations Manager, Human Resources, or other HamHed leadership.
• Comfortable coordinating multiple steps of the employee onboarding process and following up to ensure requirements are completed.
• Able to maintain confidentiality and appropriately handle employee information, payroll records, personnel matters, and sensitive business information.
• Comfortable working in both an office environment and throughout an active healthcare facility.
• Proficient with email, Microsoft Teams, Microsoft Office applications, spreadsheets, and other common business technology.
• Able to learn and effectively use company systems for payroll, timekeeping, scheduling, employee documentation, training, and communication.
• Adaptable and able to shift priorities when staffing, employee, client, or operational needs change.
• Able to successfully complete required federal facility background, credentialing, and badging requirements.

The strongest candidates will also have:

• Previous experience in an administrative, operations support, office management, payroll, timekeeping, human resources support, or similar role.
• Experience supporting managers or supervisors in a workforce-based operation.
• Experience reviewing employee timekeeping records, verifying hours, identifying discrepancies, and supporting payroll processing.
• Experience coordinating employee schedules, shift coverage, or other workforce scheduling needs.
• Experience onboarding new employees, coordinating required paperwork, tracking pre-employment requirements, and supporting employee orientation or training.
• Experience communicating directly with employees regarding workplace expectations, attendance, performance, training, or administrative requirements.
• Experience maintaining confidential employee, payroll, personnel, or business records.
• Experience with Paylocity or a similar HR, payroll, timekeeping, or workforce management system is a plus.
• Proficiency with Microsoft Outlook, Teams, Word, Excel, and other commonly used business applications.
• Experience supporting an operation with multiple employees, supervisors, or work shifts.
• Experience working in a healthcare, federal, government, facilities, janitorial, environmental services, or other regulated work environment.
• Familiarity with the VA facility’s day-to-day operations, departments, processes, and onsite requirements.
• Established professional working relationships with department heads and other key facility stakeholders.

Position Details

• Employment: Full-Time
• Compensation: $24.00/hour base wage + $5.42/hour health and welfare benefit
• Schedule: This is an onsite position. The schedule must support the administrative and operational needs of the contract. The position may require flexibility to work across different shifts or schedules when needed for employee onboarding, training, meetings, staffing needs, or other operational responsibilities.

Federal Facility Background Check & Badge Requirement

This position requires access to a federal VA healthcare facility. Employees must complete the background and credentialing process required to obtain the identification badge necessary to access and work within the facility.

Continued employment in this position is contingent upon approval for the required VA facility access. If an employee is not approved for the required badge/access, the employee cannot perform work at this facility.

Employees must wear their required identification badge while working and comply with all facility access and security requirements. The contract specifically provides that contractor personnel may not work at the facility without the proper identification badge. 

Physical & Work Environment

This position is performed onsite within an active healthcare facility and includes a combination of office, administrative, employee-support, and operational responsibilities.

Employees must be able to perform the essential functions of the position, with or without reasonable accommodation.

The position requires:

• Extended periods of sitting and working at a desk or computer.
• Regular use of a computer, keyboard, phone, email, Microsoft Teams, spreadsheets, and other office technology.
• Ability to prepare, review, organize, and maintain electronic and physical records and documentation.
• Regular periods of standing and walking throughout the facility to communicate with employees and supervisors, support onboarding and training, attend meetings, follow up on operational matters, and assist the Onsite Operations Manager.
• Regular movement between administrative, clinical, common, and other areas throughout the facility as necessary to perform assigned responsibilities.
• Bending, reaching, stooping, and other movement that may be necessary while working throughout the facility or supporting onsite operations.
• Ability to carry paperwork, office supplies, training materials, and other materials reasonably necessary to perform the position.
• Ability to attend and participate in onsite meetings, huddles, training, inspections, and other operational activities.
• Ability to transition throughout the workday between detailed administrative work, employee interaction, and active onsite responsibilities.
• Ability to work in an environment where interruptions, changing priorities, and operational needs may require adjusting planned work.

Because this position supports janitorial and environmental services operations within an active healthcare facility, the Assistant Operations Manager may work in or enter areas where cleaning activities are being performed and may be around cleaning chemicals, equipment, wet floors, waste, bodily fluids, or potentially contaminated materials, and other conditions associated with healthcare environmental services.

Employees must wear required PPE and follow applicable infection-control, safety, security, and facility procedures while working in these areas.

Why Consider This Opportunity?

• Full-time employment.
• Opportunity to work closely with the Onsite Operations Manager and play an important role in the success of the onsite operation.
• Combination of administrative responsibilities and hands-on operational involvement.
• Opportunity to develop experience in employee onboarding, training, payroll, timekeeping, scheduling, and workforce operations.
• Regular interaction with employees, supervisors, client representatives, and HamHed leadership.
• Opportunity to contribute directly to employee development, communication, organization, and operational performance.
• Experience supporting a large healthcare environmental services operation.
• Opportunity to support Veterans and the VA healthcare mission.

If you are dependable, highly organized, detail-oriented, comfortable working directly with employees, and able to balance administrative responsibilities with the changing needs of an active onsite operation, we want to hear from you.

HamHed LLC is an Equal Opportunity Employer.