Senior Administrative Services Manager

Are you looking for a career with premium benefitsand the potential for growth? At Trinity Services Group, we have created something special, a better place to work and grow. Many employees start just expecting a paycheck but end up with a rewarding career. We provide exceptional training and a clear career path.

We are proud to be a military and veteran friendly employer.

The Senior Administrative Services Manager is a key leadership role dedicated to supporting and enhancing administrative operations across 22 food service locations throughout Oklahoma. This position is instrumental in driving organizational efficiency by coordinating office functions, optimizing procedures, and managing critical resources in alignment with company standards. A core responsibility of this role is the financial end-of-week and end-of-month reporting for all 22 Oklahoma accounts, ensuring the accuracy, timeliness, and compliance of all financial documentation with both internal policies and external regulatory requirements. The ideal candidate is detail-oriented, highly organized, and capable of managing multiple priorities in a fast paced, multi-location environment.

Essential Functions, Duties, and Responsibilities

• Responsible for office accounting functions such as accounts payable, accounts receivable and payroll administration for assigned units.
• Process invoices and enter data to balance accounting records, accurately pay invoices, payroll reporting and reconciling reports.
• Review and approve accuracy of supply requisition and order forms.
• Keep management informed by reviewing and analyzing special reports, summarizing information and identifying trends important to food service operations.
• Responsible for site filing systems and perform all site record keeping functions including but not limited to accuracy and completeness of employee files, records for special events, state and local government paperwork requirements, contracts, etc.
• Insure filing systems are up to date, current and in compliance with appropriate record keeping standards.
• Contributes to team effort by accomplishing related results as needed, performing other duties as assigned.
• Cooperates with state and local auditors, providing necessary records and reports.
• In some locations, responsible for maintaining accurate records, and verification of headcount.
• Leads and supports special projects: delegates tasks and monitor progress to ensure deadlines are met.
• Oversee daily administrative operations to ensure efficiency and compliance with company and contract policies.
• ODOC billing specification: responsible of state-wide billing.
• Invoices are to:
  • be electronic itemized invoices for the daily population count provided by ODOC.
  • itemized invoices shall include the type of number of meals served at each location for the time period specified.
  • invoice for the period of the 1st through the 15th of the month shall be submitted no later than the 20th of the same month.
  • invoice for the period of the 16th through the end of the month shall be submitted no later than the 5th of the next month.
  • credits for inventory shall be itemized on the invoice.
  • submit all monthly reports and other documentation required for the month no later than the 10th of the next month for reconciliation with the invoice for the end of the month.
  • investigate and resolve any mismatches or anomalies in billing and payment data.
  • correct any discrepancies in a timely manner in efforts to receive payment within the agreed terms.
• Other duties as assigned.

• Bachelor's degree in Business Administration, Accounting, or a related field preferred; High School Diploma with equivalent experience required.
• Minimum of 2-3 years of administrative and/or supervisory experience, ideally in a multi-site or operationally complex environment.
• Knowledge of business and management principles, accounting, data and administrative management practices and procedures.
• Knowledge of human resources management practices and procedures.
• Comfortable leading administrative processes.
• Proficiency in Microsoft Office Suite, especially Excel, Word, Outlook, and database management tools.
• Experience with accounting and payroll software systems is a plus.
• Ability to analyze and interpret data, identify discrepancies, and generate accurate reports.
• Proven ability to manage end-of-week and end-of-month financial reporting across multiple locations.
• Strong analytical skills with a proven track record in reconciling complex billing data across regional or multi-site operations.
• Strong attention to detail and accuracy in data entry, documentation, and reporting.
• Ability to exercise sound judgment, especially in high-pressure or emergency situations.
• Clear and professional verbal and written communication.
• Ability to collaborate effectively with cross-functional teams, vendors, and external partners.
• Excellent organizational and time management skills.
• Ability to manage and prioritize multiple tasks and deadlines in a fast-paced environment.
• Willingness to travel within Oklahoma, as needed, to support on-site operations and team coordination.
• Must be able to lift up to 35 lbs. on occasion.

Trinity Services Group (TSG) offers comprehensive benefits to all regular-full time employees:

• Medical w/prescription coverage

• Benefit Credit received when enrolled in a TKC medical plan, to help offset your benefit costs. Benefit Credit of $750 annually, will be divided evenly among your paychecks throughout the Plan Year.

• Dental
• Vision
• Basic Life and Basic Accidental Death and Dismemberment Insurance
• Short Term Disability
• Long Term Disability
• Voluntary benefits that can be selected to create the right package for you

TSG also understands the importance of work life balance and planning for the future. To help with both of these, employees are eligible for:

• Paid Time Off
• Company Match for the 401(k) Retirement Savings Plan
• DailyPay providing immediate access to earned wages

Equal Employment Employer as to all protected groups, including protected veterans and individuals with disabilities.

We maintain a drug-free workplace.

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