We are looking for an Administrative Assistance with experience in the maintenance, construction or facilities space.
Key Responsibilities
· Provide administrative support to management, operations, and office staff as needed
· Answer and route incoming phone calls and emails in a professional and timely manner
· Maintain organized electronic and physical filing systems, including correspondence, forms, and internal records
· Prepare, format, and distribute documents such as reports, letters, spreadsheets, and internal communications
· Schedule meetings, appointments, and calendar events, including coordinating meeting logistics when required
· Assist with data entry and maintenance in internal systems, spreadsheets, and shared platforms
· Support onboarding and HR administrative tasks as assigned (paperwork coordination, document collection, file setup)
· Order and manage office supplies, ensuring availability for daily operations
· Assist with invoice processing, purchase orders, or documentation tracking as assigned
· Coordinate internal communication between departments to support workflow efficiency
· Support compliance and documentation efforts, including collecting required forms and maintaining accurate records
· Ensure a professional and organized office environment at all times
· Perform additional administrative duties to support office operations and business needs
Qualifications
· Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and Teams
· Strong written and verbal communication skills, with a professional phone and email presence
· Excellent organizational skills with the ability to manage multiple tasks and priorities
· High attention to detail and accuracy when handling documentation and data entry
· Ability to work effectively in a fast‐paced office environment with changing priorities
· Professional demeanor and ability to work collaboratively with all levels of staff
· Ability to follow established procedures, policies, and confidentiality requirements
· Comfort using shared drives, document management systems, and cloud‐based tools
Preferred Experience
· 1–3+ years of experience in an administrative, office support, or coordinator role
· Experience supporting construction, facilities, or service‐based organizations preferred
· Familiarity with office operations, documentation workflows, and internal coordination
· Experience assisting with basic accounting, HR, or operational administrative tasks
· Experience working in a multi‐department or multi‐location organization
· Ability to anticipate needs and proactively support team members