Administrative Assistant chez City Wide Facility Solutions

Description

City Wide Facility Solutions of Oklahoma is the nation's leading management company in the building maintenance industry. We are a management company that acts as a single point of contact for over 20 different interior and exterior facility maintenance services for our commercial clients. Our mission is to save time and solve problems for our clients so they can focus on their core business. We serve a wide range of industries by partnering with specialized independent contractors to deliver consistent, high-quality results. We are looking for an individual who is ready to be a key part of our dynamic team and help us continue our positive 'Ripple Effect' in the community.

The Role: Administrative Assistant

This vital role serves as the hub for accounting, administrative, and internal communications activities. Reporting directly to the Director of Administration, you will work closely with the General Manager and Owner to implement efficient procedures and manage a wide range of routine and project-based tasks. A high degree of attention to detail and exceptional follow-through are essential for success.

Key Responsibilities and Essential Functions

The Administrative Assistant will manage a diverse set of duties, including:

• Accounts Receivable Management: Proactively manage the collections process by contacting clients regarding past-due invoices and maintaining professional payment relationships.  Send out monthly statements to customers.
• Revenue Recording: Accurately record daily deposits and reconcile payment entries within the accounting system.
• Accounts Payable Entry: Process incoming vendor invoices and expense entries with high attention to detail.
• Contract Invoice Review: Verify contract-based invoices to ensure billing accuracy prior to contractor monthly payment.

Administrative, Logistics & Marketing

• Social Media Management: Create and schedule engaging, professional content for LinkedIn, Facebook, and Instagram to promote City Wide’s services, culture, and community involvement in OKC.
• Inventory Oversight: Maintain and track internal supply levels, performing regular audits to ensure the team has the necessary materials to operate.
• Data Tracking & Compliance: Manage and update monthly mileage logs and vehicle records for employees.
• General Office Assistance: Provide secondary administrative support to the leadership team, including filing, document preparation, answering phones, and special projects as needed.

Requirements

• Education: High School Diploma required; a college degree in Accounting, Business, or a related field is preferred.
• Professional Experience: Proven experience in office administration and basic accounting; prior experience in Accounts Receivable (AR) and collections is highly desired.
• Digital Presence: Demonstrated proficiency in using LinkedIn, Facebook, and Instagram for business purposes, with the ability to maintain a professional brand voice.
• Software Proficiency: Advanced knowledge of the Microsoft Office Suite, with a strong emphasis on Excel (for data entry and tracking) and Outlook (for client communication).
• Attention to Detail: Maintains a "zero-error" standard when verifying contract invoices, recording financial deposits, and reconciling mileage logs to ensure total data integrity.
• Proactive Follow-up: A self-starter who takes ownership of the collections process and ensures all administrative tasks are completed through to the finish line.
• Communication: Excellent written and verbal communication skills, capable of maintaining professional diplomacy during collection calls and creating engaging social media.

Benefits

• Compensation- Starting at $20 per hour, with potential for a higher rate based on experience.
• Schedule- Standard Monday through Friday work week.
• Health & Wellness- Comprehensive Health Care Plan (Medical, Dental & Vision).
• Financial Security- Retirement Plan (401k) with company match.
• Time Off- Generous Paid Time Off (PTO) and Holiday Pay.
• Career Growth- Ongoing Training & Development opportunities.