Administrative Assistant

About the Role

A janitorial administrative supervisor provides administrative support to the janitorial team, including scheduling appointments, maintaining records, preparing reports, and handling administrative requests from senior managers or customers.

Responsibilities

• Administer applications and processes to ensure efficient operations.
• Manage access for employees and visitors while maintaining security protocols.
• Handle both regular and emergency work orders to meet operational needs.
• Maintain time and attendance records for accurate payroll processing.
• Coordinate monthly maintenance and assignments for the night shift.
• Utilize the Maximo system for effective tracking and management.
• Place monthly supply orders and manage inventory.
• Generate and analyze reports.

Major Goals

• Manage INCs Project effectively and develop new goals and objectives within the business.
• Achieve required margin levels.
• Deliver products or services that meet or exceed customer needs, expectations, and standards.
• Develop personnel and ensure their success.

Requirements

• Proven 3 years of experience as an Administrative Assistant.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment, such as printers and fax machines.
• Proficiency in MS Office (MS Excel and MS PowerPoint in particular).
• Excellent time management skills and the ability to prioritize work.
• Strong attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multitask.
• Ensure compliance with site-specific, state, and federal regulations.

Skills

• Demonstrated ability to handle multiple projects and details simultaneously.
• Self-direction, tact, diplomacy, and a clear, courteous, and professional manner when dealing with the public.
• Clear knowledge of laws, regulations, and guidelines within the industry to ensure compliance.
• Ability to develop and implement strategic plans to increase efficiency and effectiveness.
• Advanced knowledge of MS Office (Word, Excel, Outlook, PowerPoint).
• Ability to manage supervisory staff, plan budgets, review expenses, cut costs, monitor inventory, and scale business growth.
• Experience with tracking budget expenses, timekeeping and payroll, staffing, quality management, and managing processes.
• Skills in coaching, communication, disciplining employees, motivating others, promoting process improvement, and reporting.

Working Conditions

• Non-standard hours of work.
• Work outside the office environment may be required.
• Use of a personal vehicle may be required; a valid driver’s license is necessary.
• Criminal Record Check is required.