Administrative Support Coordinator

Company Overview:

Join Allied Universal Facility Management and Janitorial Services! Were committed to delivering exceptional cleaning landscaping and restoration services for commercial facilities. Be part of a welcoming and collaborative team where innovation meets excellence. We offer steady reliable work in janitorial management full-time and part-time janitorial roles maintenance landscaping and metal restoration. If you want to make a meaningful impact and build a lasting career we have opportunities for you. Join us and grow with a leader in the industry!

Allied Universal is hiring a Administrative Support Coordinator. The Administrative Support Coordinator provide support for the executive leadership team by managing and supporting their initiatives operations daily activities events and communications. To manage this job properly you should have a detailed understanding of organizing and managing meetings experience booking domestic and international travel and extensive experience managing calendars for multiple senior executives.

Pay Rate: $20 hourly

RESPONSIBILITIES:

• Inventory drop shipment manage janitorial rebillable supplies; enter data into inventory management system
• Job costing; access job master files and enter updates to budgeted hours per project
• Run Accounts Receivable reports. review invoices and aging reports; assists the Regional Vice President and operations with collections
• Schedule and/or reschedule meetings conferences and travel to coincide with calendars; deciding venues menus and layout/floor plans for events; plan on and off-site meetings manage catering requests and prepare meeting material
• Negotiate rates and sign contracts for car and airport services catering restaurants etc. related to executive business travel/meetings
• Manage company suite and sporting events
• Management oversight of business event planning to include scheduling of presenters and coordination of vendor services
• Negotiate contract renewals for airport/immigration services
• Make domestic and international travel arrangements for Executive Team
• Manage expense reporting and reconciliation
• Organize and expedite flow of work and initiate any follow-up actions
• Provide top-level executive support while maintaining high levels of discretion and professionalism in a fast-paced environment
• Answer screen and direct phone calls
• Anticipate follow-ups and proactively manage upcoming needs
• Distribute incoming and outgoing mail; prepare and ship overnight packages
• Manage complex calendars and scheduling requirements for the Executive Team
• Write and distribute email correspondence memos letters and forms
• Assist with printing scanning faxing and uploading of documents
• Act as the point of contact for internal and external clients on behalf of senior executives
• Communicate property repair and maintenance requests in a timely manner and follow-ups as needed
• Provide assistance with special projects as needed

QUALIFICATIONS:

• High school diploma or equivalent
• Minimum of five (5) years of administrative experience
• Minimum of two (2) years of work experience providing administrative support to executive leadership
• Outstanding communication skills professional presence and excellent organization skills
• Comfortable working in a fast-paced and changing office environment
• Flexible responsible dependable and efficient
• Energetic and focused personality with a demonstrated ability to take initiative successfully handle and prioritize multiple competing assignments and effectively manage deadlines
• Highly proficient and fully functional in all Microsoft Office applications and able to effectively utilize all available office management technology
• Professional articulate and able to use good independent judgment and discretion
• Proven ability to maintain correspondence discussions and materials in strictest confidence

PREFERRED QUALIFICATIONS:

• College degree in business administration management procurement or related field
• State Notary License

BENEFITS:

• Medical dental vision basic life AD&D and disability insurance
• Enrollment in our companys 401(k)plan subject to eligibility requirements
• Eight paid holidays annually five sick days and four personal days
• Vacation time offered at an accrual rate of 3.08 hours biweekly. Unused vacation is only paid out where required by law.

Allied Universal is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race/ethnicity age color religion sex sexual orientation gender identity national origin genetic information disability protected veteran status or relationship/association with a protected veteran or any other basis or characteristic protected by law. For more information:

If you have difficulty using the online system and require an alternate method to apply or require an accommodation please contact our local Human Resources department. To find an office near you please visit: ID