Job Description

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

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