Administrative Assistant

Position Summary

We are seeking a dynamic and highly organized Administrative Assistant to support our operations and management team in a fast-paced multi-site environment. This role requires exceptional communication critical thinking and problem-solving skills to ensure smooth office and site operations. The ideal candidate is proactive detail-oriented and thrives in a collaborative setting.

Key Responsibilities

Payroll & HR Support

• Act as liaison between Corporate Payroll Operations and employees to update online payroll platform (Blue Force & ADP).

• Research and submit retroactive and adjustment payment requests; resolve payroll issues promptly.

• Review and process vacation and sick time requests per CBA and local ordinances.

• Distribute payroll checks and coordinate complex payroll situations with Corporate Payroll team.

• Assist HR with scheduling employee visits intake complaints and coordinate with HR Manager on complex issues.

Administrative & Office Management

• Provide administrative support including answering and routing calls scheduling meetings and coordinating conference room requests.

• Manage office vendor inspections/repairs and order office/field supplies as authorized.

• Perform other duties as assigned or requested including cleaning and upkeep of office space

• Document Control & Reporting

• Set up and maintain client and vendor files (invoices payments contracts).

• Draft and execute service contracts purchase orders and assist with A/P support.

• Track Certificates of Insurance (COI) and maintain preventative maintenance schedules.

Onboarding & Training

• Coordinate new hire orientation and training with Recruiter and Office Operations team.

• Customer Service & Communication

• Represent the company professionally and courteously at all times.

• Provide excellent service to internal teams and external partners.

• Other Duties

• Perform special projects and additional tasks as assigned.

Qualifications

Education: High school diploma required; bachelors degree preferred.

Experience: Minimum 2 to 3; years in an administrative role within a corporate or professional setting; property management or commercial real estate experience a plus.

Technical Skills: Proficient in Microsoft Office Suite (Word Excel Outlook PowerPoint).

Language: Bilingual in English and Spanish strongly preferred.

Core Competencies

• Strong organizational and time-management skills.

• Excellent written and verbal communication.

• Ability to multi-task and prioritize in a fast-paced environment.

• Problem-solving and analytical skills; self-starter mindset.