Administrative Assistant

Integrated Facility Services Inc.; Columbia Township (MO); On-site; USD 38,000 - 52,000; Full time

Job summary

Integrated Facility Services is seeking a dependable Administrative Assistant to support the Columbia Division’s day-to-day information flow and administrative activity. You will work closely with the Office Supervisor, Office Administrator, Service Department, project managers, service technicians, customers, vendors, and other office personnel.

The role emphasizes strong organization, communication, and discretion handling sensitive information while coordinating with multiple teams and

Qualifications

• Previous administrative, customer service, accounting support, or service-office experience.
• Strong organization, follow-through, and attention to detail.
• Professional verbal and written communication skills.
• Ability to manage changing priorities and work effectively with multiple departments.
• Comfort using Microsoft Office; experience with accounting, work-order, or service-management software is helpful.
• Ability to handle business and customer information with professionalism and discretion.

Responsibilities

• Serve as the primary point of contact for incoming calls and route callers to the appropriate team member.
• Receive deliveries and notify the appropriate purchaser.
• Support office, warranty, invoicing, purchase order, and accounts payable paperwork.
• Assist the Service Department by gathering information for incoming service calls.
• Review service tickets and related records to help confirm that costs and work-order statuses are accurately documented.
• Prepare, review, and verify service invoices before Office Supervisor review.
• Issue purchase orders for service technicians and project managers.
• Prepare a daily work-order report showing open, closed, in-progress, and completed work orders; assist with final-cost verification and proposed billings for closed work orders.
• Help maintain COINS work-order and location records.
• Assist with office organization, supplies, uniforms, general office needs, and small projects.

Skills

Administrative experience

Customer service

Attention to detail

Communication skills

Discretion with information

Prior accounting support

Tools

Microsoft Office

Job description

Build your career with a 100% employee-owned company. Integrated Facility Services is seeking a dependable, detail-oriented Administrative Assistant to support the day-to-day flow of information and administrative activity within our Columbia Division. This is a highly visible role that works closely with the Office Supervisor, Office Administrator, Service Department, project managers, service technicians, customers, vendors, and other office personnel.

What You Will Do

• Serve as the primary point of contact for incoming calls and route callers to the appropriate team member.
• Receive deliveries and notify the appropriate purchaser.
• Support office, warranty, invoicing, purchase order, and accounts payable paperwork.
• Assist the Service Department by gathering information for incoming service calls.
• Review service tickets and related records to help confirm that costs and work-order statuses are accurately documented.
• Prepare, review, and verify service invoices before Office Supervisor review.
• Issue purchase orders for service technicians and project managers.
• Prepare a daily work-order report showing open, closed, in-progress, and completed work orders; assist with final-cost verification and proposed billings for closed work orders.
• Help maintain COINS work-order and location records.
• Assist with office organization, supplies, uniforms, general office needs, and small projects.

What Will Help You Succeed

• Previous administrative, customer service, accounting support, or service-office experience.
• Strong organization, follow-through, and attention to detail.
• Professional verbal and written communication skills.
• Ability to manage changing priorities and work effectively with multiple departments.
• Comfort using Microsoft Office; experience with accounting, work-order, or service-management software is helpful.
• Ability to handle business and customer information with professionalism and discretion.

Why Join IFS?

As a 100% employee-owned and operated company, IFS offers the opportunity to contribute to a team built around Innovation, Integrity, Safety, Stewardship, and Teamwork.

Integrated Facility Services is an equal opportunity employer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EEO Employer Veterans/IWD.