Administrative Assistant

Maintenance of Dallas, Inc.; Houston (TX); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Medical Insurance

Life Insurance

Dental Insurance

Vision Insurance

Paid Vacation

Paid Sick Days

Paid Holidays

Long Term Disability

Job summary

Maintenance, Inc. & Subsidiaries in Houston, TX is seeking a proactive Administrative Assistant to support daily office operations, enhance efficiency, and deliver exceptional customer service.

The role offers a hands-on, volume-driven environment ideal for developing office management expertise. The successful candidate will handle calls, scheduling, document preparation, data entry, and basic bookkeeping tasks while maintaining filing systems and coordinating with vendors.

Qualifications

• Must have previous administrative or office experience.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook).
• Strong typing and data entry speed.
• Ability to learn new software quickly.
• Excellent organizational skills and multitasking in a fast-paced environment.
• Bilingual in Spanish is highly desirable.
• Excellent verbal and written communication with professional phone etiquette.
• Prior experience in customer service or front desk roles preferred.
• Demonstrated ability to manage time and prioritize tasks.
• Ability to work independently while also being a team player.

Responsibilities

• Answer incoming calls and emails and direct inquiries to the appropriate team member.
• Greet visitors and provide a professional and welcoming first point of contact.
• Assist with scheduling appointments, meetings, and conference calls.
• Maintain organized physical and electronic filing systems.
• Perform accurate data entry and maintain company records.
• Prepare, proofread, and organize letters, reports, spreadsheets, and other documents.
• Sort and distribute incoming mail and manage outgoing correspondence.
• Check the company mailbox Monday-Friday and log incoming checks.
• Assist with basic bookkeeping tasks, including expense tracking and supply invoice processing.
• Enter weekly expenses into the company's OneDrive system.
• Assist with monthly expense and purchasing reports.
• Monitor office supplies and maintain inventory levels.
• Order customer and office supplies, track deliveries, and communicate with vendors and operation managers.
• Research suppliers and assist with obtaining competitive pricing.
• Maintain accurate purchasing and vendor records.
• Assist with monthly supply billing and reconciliation.
• Organize and maintain the filing room and weekly filing completion.
• Organize and maintain the supply room, pantry, and warehouse.
• Assist with inventory counts and periodic warehouse organization.
• Maintain and update supply budget information.
• Prepare and update monthly online purchasing reports.
• Assist with meeting preparation, including organizing materials and notes.
• Provide administrative support to management and other departments as needed.
• Learn and assist with Accounts Payable support, vendor payments, reconciliations, and end-of-month processes.

Skills

Typing speed

Data entry

Multitasking

Communication skills

Organization

Teamwork

Bilingual Spanish

Tools

Microsoft Office Suite (Word, Excel, Outlook)

Job description

For over forty years, Maintenance, Inc. & Subsidiaries has developed and refined our procedures to provide the finest in personalized, professional cleaning while serving as stewards for your janitorial dollars. www.maintenanceinc.net

Job Skills / Requirements

Overview

We are seeking a proactive and detail-oriented Administrative Assistant to join our dynamic team. This vital role offers an exciting opportunity to support daily office operations, enhance organizational efficiency, and provide exceptional customer service. The ideal candidate will thrive in a fast-paced environment, demonstrating strong organizational skills, technical proficiency, and excellent communication abilities. This paid position is perfect for someone eager to develop their office management expertise while contributing to a collaborative and energetic workplace.

Responsibilities

• Answer incoming phone calls and emails and direct inquiries to the appropriate team member.
• Greet visitors and provide a professional and welcoming first point of contact.
• Assist with scheduling appointments, meetings, and conference calls.
• Maintain organized physical and electronic filing systems.
• Perform accurate data entry and maintain company records.
• Prepare, proofread, and organize letters, reports, spreadsheets, and other documents.
• Sort and distribute incoming mail and manage outgoing correspondence.
• Check the company mailbox Monday-Friday and immediately log incoming checks.
• Assist with basic bookkeeping tasks, including expense tracking and supply invoice processing.
• Enter weekly expenses into the company's OneDrive system.
• Assist with monthly expense and purchasing reports.
• Monitor office supplies and maintain appropriate inventory levels.
• Order customer and office supplies, track deliveries, and communicate with vendors and operation managers.
• Research suppliers and assist with obtaining competitive pricing.
• Maintain accurate purchasing and vendor records.
• Assist with monthly supply billing and reconciliation.
• Organize and maintain the filing room and ensure filing is completed on a weekly basis.
• Organize and maintain the supply room, pantry closet, and warehouse.
• Assist with inventory counts and periodic warehouse organization.
• Maintain and update supply budget information.
• Prepare and update monthly online purchasing reports.
• Assist with meeting preparation, including organizing materials and taking notes when needed.
• Provide administrative support to management and other departments as needed.
• Learn and assist with Accounts Payable support, vendor payments, reconciliations, and end-of-month processes.

Qualifications

• Must have previous administrative or office experience
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook)
• Strong computer literacy with excellent typing speed and data entry skills
• Ability to learn new software and processes quickly
• Exceptional organizational skills with the ability to multitask effectively in a busy environment
• Bilingual in Spanish is highly desirable
• Excellent communication skills, both verbal and written, with a focus on professional phone etiquette
• Prior experience in customer service or front desk roles preferred
• Demonstrated ability to manage time efficiently and prioritize tasks effectively
• Strong problem‑solving skills and a willingness to take initiative.
• Ability to work independently while also being a team player.

Start Date: We are looking for someone who can start as soon as possible.

We are an equal opportunity employer and consider qualified applicants without regard to legally protected characteristics.

Join us to be part of a vibrant team where your organizational talents will make a meaningful impact. We value dedicated professionals who are eager to grow their administrative expertise while supporting our mission to deliver outstanding service. This is an exciting opportunity for anyone passionate about office management and client communication!

Additional Information / Benefits

• Medical Insurance
• Life Insurance
• Dental Insurance
• Vision Insurance
• Paid Vacation
• Paid Sick Days
• Paid Holidays
• Long Term Disability