Administrative Assistant bei City Wide Facility Solutions

Description

Job Overview
The Administrative Assistant supports the day-to-day administrative and office operations of the Administration Department. This role helps keep information organized, systems accurate, and office processes running smoothly. The Administrative Assistant works closely with Operations, Sales, Marketing, and Leadership by assisting with contracts, CRM updates, Independent Contractor support, reception coverage, and general office needs. This position is well-suited for an entry-level professional or recent college graduate who is organized, detail-oriented, and eager to learn.

Duties

• Answer and route phone calls in a professional and friendly manner
• Greet office visitors and provide general reception coverage
• Assist with general office organization and setup, including but not limited to, receiving deliveries, checking the mail, and other daily administrative tasks
• Track tasks and follow up to ensure items are completed on time
• Monitor office supply levels and assist with ordering and restocking
• Provide basic IT support, such as helping with logins, password resets, and system updates and escalate issues when needed
• Create, update, and maintain lobby slideshows and internal displays
• Assist with social media support, internal communications, and yearbook creation and coordination
• Support marketing materials such as business cards, slicks, and other promotional items
• Assist with organizing and maintaining client contracts and Exhibit A documents in the CRM database, including, but not limited to, contract billing verification support, updating and maintaining accurate client records, contract changes, lost accounts and performance deposit applications
• Assist with CRM audits, including reviewing past clients and Do Not Contact (DNC) records
• Help maintain electronic files and ensure required documents are complete and signed
• Receive, track, and organize Independent Contractor invoices
• Update and maintain Independent Contractor contact information
• Assist in documenting and updating simple Standard Operating Procedures

Requirements

Qualifications

• Proven experience in an office environment with strong clerical skills
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace tools
• Experience with QuickBooks or bookkeeping software is preferred
• Excellent organizational skills with the ability to prioritize tasks effectively
• Strong typing skills and attention to detail for proofreading and data entry tasks
• Exceptional phone etiquette and customer service skills, including experience with multi-line phone systems
• Bilingual abilities are advantageous for supporting diverse client needs
• Knowledge of office management practices, calendar management, and filing systems
• Previous experience as a receptionist (medical or dental), personal assistant, or administrative support role is desirable
• Ability to handle confidential information discreetly and professionally
• Strong computer literacy with familiarity in office management software and data entry tools

This position offers a rewarding opportunity for a dedicated professional looking to contribute to a well-organized team while developing their administrative expertise.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k) with 4% match
• Paid Volunteer and Quarterly Team Building Events
• Two weeks paid vacation after 90 days