Overview
The Administrative Assistant provides comprehensive administrative, operational, and compliance support at the site level. This role is critical in ensuring efficient daily office operations and enabling Site Management to focus on strategic leadership, safety performance, client engagement, and operational excellence. The Administrative Assistant delivers accurate, timely reporting and supports strong compliance execution while maintaining a high level of professionalism and confidentiality
Responsibilities
Administrative Support
- Perform general office duties, including answering phones, responding to emails, handling mail, and greeting visitors.
- Provide administrative support for client meetings, including preparation, coordination, and follow-up.
- Provide administrative support to the Branch Manager.
- Other duties as requested.
Document & Records Management
- Prepare, edit, and distribute reports, correspondence, memos, and other documents.
- Maintain accurate filing systems and records in accordance with company policies and compliance requirements.
Communication & Coordination
- Serve as a liaison between departments, responding to information requests from internal teams and external partners.
- Communicate clearly and professionally with staff, clients, and outside contacts.
Office Operations
- Order office supplies and coordinate equipment maintenance.
- Ensure the office environment remains organized, efficient, and professional.
Data Entry & Reporting
- Accurately input data into internal systems and databases.
- Generate routine and ad hoc reports as required while maintaining confidentiality of sensitive information.
- Assist with preparing and submitting client monthly billing.
- Assist with setting up new client accounts.
- Assist with Branch budgeting activities.
- Assist with month-end close accounting.
- Assist with setting up vendors and processing vendor payments.
- Assist with client invoice collection activities.
Project & Operational Support
- Assist with special projects and provide general administrative support to multiple departments as needed.
- Assist with laundry services.
Qualifications
Education
- High School Diploma or equivalent required
- Associate’s or Bachelor’s degree preferred
Qualifications
Experience
- Minimum of two (2) years of administrative or office management experience
Skills & Competencies
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Strong organizational and time management skills
- Excellent written and verbal communication abilities
- Ability to multitask, prioritize workload, and meet deadlines
- High level of attention to detail and problem-solving skills
- Ability to work independently and collaboratively in a team environment
