Administrative Assistant

ISS Facility Services - North America; Kansas City (MO); On-site; USD 31,000 - 34,000; Full time

Job summary

ISS Facility Services - North America is seeking an Administrative Assistant to support janitorial contract sites with general office duties, data entry, invoicing, and CMMS management. The role requires strong MS Office skills, fast typing, and professional communication.

You will handle on-site reception, scheduling, and coordination with the O&M team, while ensuring safety policies and accurate records. A High School diploma and 3 years related experience are preferred.

Qualifications

• High School diploma or equivalent education.
• Three years related experience or equivalent combination of education and experience.
• Strong knowledge of MS Office, Word, Excel, and data entry knowledge.
• Must be a team player and committed to working in a quality environment.
• Ability to type a minimum of 50 w.p.m. accurately.
• Excellent verbal, written, and organizational skills required.
• Demonstrates exceptional customer service skills.
• Assists with scheduling and organizing project activities including meetings and training.

Responsibilities

• Type various forms of correspondence, forms and reports from records, rough drafts, or various sources
• Post information to records and logs. Perform simple account balancing and reconciling
• Organize and maintain various filing systems
• Respond to telephone calls and greet visitors at the site location. Direct calls, take messages or provide callers or visitors with routine information
• Operate office equipment including typewriter, computer, facsimile, and copy machine
• Proofread works for errors and makes corrections as needed
• Create and maintain purchase orders, excel trackers, project details and files on Aconex, CMMS database including equipment history and status, generation of work orders, management of budget projection data, inventory tracking system, purchasing module and overall operation of CMMS system
• Perform other duties necessary to provide general administrative support to the O&M team

Skills

MS Office

Typing 50 wpm

Data entry

Customer service

Scheduling

Team player

Education

High School diploma or equivalent

Three years related experience

Tools

CMMS

Aconex

Excel

Word

Job description

ISS offers a competitive compensation, with an hourly pay range $22.66 per hour - $24.66 per hour.

ISS offers a competitive compensation, with an hourly pay range $22.66 per hour - $24.66 per hour.

Work Hours

The work hours for this position are approximately Mon-Fri, 8:00 am - 5:00 pm.

Key Purpose

The Administrative Assistant performs general office duties for Janitorial contract sites, which require knowledge of company and department procedures. Duties performed may include typing, file organization and maintenance, operation of office equipment, answering telephone and greeting visitors. Process accounts payable invoices, maintain safety records, manage on site Worker's Compensation files, and assist with payroll issues and management of Computerized Maintenance Management System (CMMS).

Success Criteria

• Comply with safety rules, policies, and procedures
• Perform work assignments in a team when needed
• Follow all company procedures, policies, and rules
• Take direction and respond to supervision
• Communicate with the lead, supervisor, co-workers, managers, and customers professionally
• Present a professional appearance and conduct
• Understand customer service and satisfaction

Key Areas of Collaboration and Influence

• A solid commitment to the guest experience
• Always remember safety first
• Build respectful relationships with all teammates and guests
• Willingness to take directions from all levels of management
• Coordinate activities with other internal departments

Ideal Candidate Experience

• High School diploma or equivalent education
• Three years related experience or equivalent combination of education and experience
• Strong knowledge of MS Office, Word, Excel, and data entry knowledge
• Must be a team player and committed to working in a quality environment
• Ability to type a minimum of 50 w.p.m. accurately
• Excellent verbal, written, and organizational skills required
• Must be a team player and committed to working in a quality environment
• Demonstrates exceptional customer service skills
• Assists with scheduling and organizing project activities including meetings and training

Key Accountabilities

• Type various forms of correspondence, forms and reports from records, rough drafts, or various sources
• Post information to records and logs. Perform simple account balancing and reconciling
• Organize and maintain various filing systems
• Respond to telephone calls and greet visitors at the site location. Direct calls, take messages or provide callers or visitors with routine information
• Operate office equipment including typewriter, computer, facsimile, and copy machine
• Proofread works for errors and makes corrections as needed
• Create and maintain purchase orders, excel trackers, project details and files on Aconex, CMMS database including equipment history and status, generation of work orders, management of budget projection data, inventory tracking system, purchasing module and overall operation of CMMS system
• Perform other duties necessary to provide general administrative support to the O&M team

Physical Demands & Work Environment

• Work involves repetitive motions and sitting at a computer for extended periods of time
• General office environment, some travel both domestically and internationally required based on business demands
• Must be able to lift at least fifty pounds

HSEQ Compliance

All employees must adhere to Health, Safety, Environment, and Quality (HSEQ) policies and procedures to ensure a safe and compliant work environment. This includes following safety protocols, maintaining environmental responsibility, and upholding quality standards in all tasks. Employees are expected to actively participate in HSEQ training and report any potential hazards or compliance concerns.

As a global organization ISS Group is committed to making the international community more resilient and just for all people. We encourage diversity and inclusion in their broadest terms, including ethnicity, race, age, gender, gender identity, disability, sexual orientation, religious beliefs, language, culture, and educational background. We look to lead our industry by example and positively influence the market wherever we operate.

Employment with ISS/Guckenheimer may be contingent upon successful completion of a background check and, where appliable, a drug and/or alcohol screening, in accordance with applicable laws and Company requirements.