Admin Assistant

ServiceMaster by Crane IFS; Wood Dale (IL); Hybrid; USD 25,000 - 39,000; Full time

Benefits offered by this job

Paid Vacation

Paid Sick Days

Paid Holidays

Supplemental Health Insurance

Safety Shoe Reimbursement

Job summary

ServiceMaster by Crane IFS is seeking an HR/Administrative Assistant to manage onboarding, offboarding, and employee administration in a hybrid role. You will handle background checks, offer letters, and records, ensuring compliance with client and company standards.

The position requires four days on-site weekly, with some limited remote work. Fluency in English and Spanish is required, and you will support day-to-day HR tasks and payroll-related documentation.

Qualifications

• Bilingual English/Spanish required; strong communication skills.
• Experience supporting onboarding, offboarding, and HR admin tasks.
• Ability to maintain accurate records and handle confidential information.

Responsibilities

• Serve as onboarding/offboarding lead and primary admin contact.
• Coordinate offer letters, background checks, and timekeeping records.
• Prepare and maintain onboarding documents and employee records.

Skills

Bilingual English/Spanish

Onboarding & Offboarding

HR Administration

Job description

ServiceMaster by Crane IFS is a leading provider of janitorial services, dedicated to delivering exceptional cleaning solutions to our clients. We are currently expanding and looking for a professional to join our Janitorial Services division.

Built on a foundation of great brands and employees with a passion for service, our vision is to be the leading provider of essential services through empowered people, world-class customer service and convenient access. By joining our team, you'll be part of a talented network of employees with a shared vision.

Our environment is a diverse community where successful people work together to achieve common goals. We pride ourselves on creating cleaner and healthier environments for our customers, their employees and customers. We offer online and hands-on training, an excellent work/life balance, opportunities for advancement, and a career path that matches your interests and goals.

ServiceMaster by Crane IFS will provide reasonable accommodations to qualified individuals with a disability in order to enable them to perform the essential functions of this job.

Job Skills / Requirements

Position Overview:

This role supports operations through onboarding, offboarding, and employee administration in compliance with ServiceMaster and client standards. It oversees background checks, offer letters, records, training compliance, timekeeping, and documentation. This hybrid position requires at least four days on-site per week.

Essential Functions:

The essential functions of this position include, but are not limited to:

Onboarding and Offboarding

• Serve as the primary administrative contact for onboarding, ensuring a smooth and compliant process.
• Collect and submit required onboarding documentation.
• Initiate and manage background checks.
• Prepare and distribute offer letters and job descriptions.
• Coordinate onboarding timelines with Site Management.
• Maintain accurate employee and onboarding records.
• Coordinate offer letter delivery with candidate onboarding timelines.
• Maintain organized and up-to-date onboarding and employee records within Teams and internal site spreadsheet tracker.
• Serve as a point of contact for employee administrative and onboarding questions, providing accurate information and directing inquiries to the appropriate department when needed.
• Prepare new hires for Day One, including communicating expectations and issuing employee ID and badge information.

Recruitment & Staffing Support

• Screen incoming applications and candidates from job boards and recruiting platforms and submit qualified candidates for review.
• Assist with maintaining and updating local recruitment advertisements.
• Support communication with candidates throughout the hiring and onboarding process.

Compliance & Training

• Support HR with employee safety and job training programs to ensure compliance with client and ServiceMaster standards.
• Maintain timekeeping records for compliance, and staff documentation.
• Review and edit employee timecards daily for inaccuracies and errors prior to payroll submission.

Auditing & Documentation

• Create, maintain, and manage documentation related to onboarding, training, and compliance.
• Maintain working knowledge of Microsoft Teams and HR systems, using approved tools to support onboarding, administration, and compliance.

General Support

• Assist in maintaining compliance with both client and ServiceMaster standards across all admin processes.
• Support site leadership with additional administrative tasks as required to meet operational needs.

Work Location & Schedule Requirements

• This is a hybrid position requiring both on-site and remote work.
• Administrative Assistants must work on-site at least 4 days per week to support onboarding and daily operations.
• Standard on-site working hours are 8 hours as required to support onboarding scheduled and operational needs.
• Limited remote work may be approved by management based on operational needs, performance, and coverage requirements.

Additional Essential Functions:

• Bilingual in English and Spanish is required.
• Ability to work independently with minimal or no supervision.
• Ability to be flexible and work at a fast pace, completing tasks in a timely manner.
• Ability to communicate effectively and respectfully with coworkers.
• Ability to work cooperatively with others.
• Ability to accept direction and constructive criticism.
• Ability to effectively multitask and manage multiple projects.
• Ability to maintain consistent attendance and punctuality.

Physical Demands and Qualifications:

• Must be able to work in varying warehouse environments and temperatures, including exposure to noise, heat, and cold.

Additional Information / Benefits

ServiceMaster by Crane IFS is an Equal Opportunity Employer. We are committed to providing an inclusive and welcoming environment for all employees. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, disability status, protected veteran status, or any other characteristic protected by applicable law.

Benefits:

• Paid Vacation
• Paid Sick Days
• Paid Holidays
• Supplemental Health Insurance
• Composite Safety Shoe Reimbursement after 30 days