Office Administrative Assistant

Job Description:

The Administrative Assistant provides essential support to ensure the smooth day-to-day operations of the office. This role requires strong organizational skills attention to detail and the ability to manage multiple priorities. The ideal candidate is proactive resourceful and capable of handling a variety of administrative and operational tasks while maintaining a high level of professionalism.

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Key Responsibilities

Coordinate onboarding for new hires including first-day logistics and orientation support

Set up and maintain company-issued devices for employees

Conduct collections activities by following up on outstanding payments in a professional manner

Manage expense reports using Expensify including uploading receipts and categorizing transactions

Process incoming payments maintain accurate records and prepare bank deposits

Track and coordinate technician license renewals to ensure timely compliance

Maintain executive and team calendars schedule meetings and coordinate travel arrangements

Serve as a point of contact for internal teams and external partners ensuring effective communication

Oversee office operations including managing supplies and coordinating facility needs

Assist with planning and executing company events and meetings

Maintain organized records files and databases to support daily operations

Provide general administrative support to leadership and team members

Assist with special projects by gathering data and preparing reports and documents

Support other administrative staff with overflow work and cross-functional tasks as needed

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Required Qualifications

High school diploma or equivalent required; associate or bachelors degree preferred

2 years of administrative or office support experience

Proficiency in Microsoft Office Suite (Word Excel Outlook)

Strong organizational and time management skills with the ability to prioritize tasks

Excellent verbal and written communication skills

High level of attention to detail and accuracy

Ability to handle sensitive information with confidentiality and professionalism

Strong problem-solving skills and a proactive mindset

Ability to work independently as well as collaboratively in a team environment

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Schedule & Compensation

Full-time position

Monday through Friday 7:00 AM 3:30 PM with 30-minute lunch

Pay range: $20$25 per hour based on experience

This role may require occasional early mornings evenings or additional hours during peak seasons and major projects

Heartland Home Service is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.