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
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