Looking for an administrative assistant for janitorial company office. Monday - Friday 9am - 5 pm. Some OT may be required. If interested, please reply with your resume.
1. Office Management and Organization
• Order and maintain office supplies and equipment.
• Organize and maintain filing systems, both physical and electronic.
• Manage office schedules and appointments.
• Ensure the office environment is clean, organized, and functional.
2. Communication Support
• Answer and direct phone calls, emails, and other correspondence.
• Screen calls, take messages, and forward information to relevant team members.
• Draft, proofread, and send official correspondence, reports, and memos.
• Handle inquiries from clients, customers, or other external parties.
• Write letters and emails on behalf of other office staff
• Provide assistance to employees and colleagues with their inquiries.
3. Scheduling and Calendar Management
• Coordinate and schedule meetings, conferences, and appointments.
• Book and arrange travel logistics, including booking transportation and
accommodations.
• Manage and update executive calendars and prioritize appointments.
4. Document Preparation and Management
• Prepare presentations, reports, and spreadsheets.
• Create and maintain documents such as contracts, invoices, and official records.
• Assist with document revisions, filing, and ensuring proper document storage.
Administrative Assistant Job Position Tasks
5. Data Entry and Record Keeping
• Input, update, and maintain accurate data in computer systems and databases.
• Process forms, applications, and other administrative paperwork.
• Payroll data entry.
• Handle confidential information with discretion.
6. Support for Meetings and Events
• Organize logistics for meetings, conferences, and events.
• Prepare meeting agendas, take minutes, and distribute post-meeting follow-ups.
• Assist in event coordination, including catering, room setup, and materials
preparation.
7. Financial Administration
• Assist with budgeting, invoicing, and expense tracking.
• Handle petty cash and process expense reports.
• Support the preparation of financial reports or documents.
8. Customer and Client Relations
• Greet visitors and clients, directing them to appropriate individuals.
• Address basic customer service inquiries.
• Assist with client communications and follow-ups.
9. Collaboration and Team Support
• Support other team members by managing or assisting with administrative tasks.
• Provide back-up support for other office staff when necessary.
• Train coworkers and support the onboarding of new personnel.
• Coordinate with various departments to ensure smooth workflow.
10. Technical Support
• Operate office equipment such as copiers, fax machines, and printers.
• Troubleshoot minor technical issues with office devices and software.
• Maintain and update office software and ensure its proper functioning.
11. General Office Support
• Provide general clerical support to executives or department heads.
• Handle incoming and outgoing mail and packages.
• Assist in organizing office events, team-building activities, and celebrations.
These duties may vary depending on the specific needs of the organization
Other Duties as Assigned
• Special projects as assigned by management.
• Provide general office support as needed.
Principals only. Recruiters, please don't contact this job poster.