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