Administrative Assistant

Integrity National Corporation; La Cañada Flintridge (CA); On-site; USD 42,000 - 56,000; Full time

Job summary

Integrity National Corporation is seeking an Administrative Assistant to provide administrative support for the janitorial team, schedule appointments, maintain records, and prepare reports using IBM Maximo.

The role requires strong MS Office skills, time management, communication, and the ability to multi-task while ensuring compliance with regulations. Some travel and outside-office duties may be required.

Qualifications

• 3 years of experience as an Administrative Assistant.
• Knowledge of office management systems and procedures.
• Working knowledge of office equipment (printers, fax machines).
• Proficiency in MS Office (Excel and PowerPoint).
• Excellent time management and prioritization skills.
• Strong written and verbal communication and organizational skills.

Responsibilities

• Administer applications and processes to ensure efficient operations.
• Manage access for employees and visitors, maintaining security protocols.
• Handle both regular and emergency work orders to meet operational needs.
• Maintain time and attendance records for payroll processing.
• Coordinate monthly maintenance and assignments for the night shift.
• Utilize Maximo system for tracking and management.
• Place monthly supply orders and manage inventory.
• Generate and analyze reports.

Skills

MS Office Suite

Time management

Communication

Organizational skills

Attention to detail

Scheduling

Multi-tasking

Problem solving

Tools

MS Excel

MS PowerPoint

IBM Maximo

Job description

The following summary is intended to describe the general nature and level of work performed. The statement below is not intended to be construed as an exhaustive list of responsibilities, knowledge, skills, and abilities for this position. Position Classification/Job Description Title: Administrative Assistant FLSA: Exempt Reports To: Account Manager Job Location: Assigned Contract Sites The following summary is intended to describe the general nature and level of work performed. The statements below are not intended to be construed as an exhaustive list of responsibilities, knowledge, skills, and abilities for this position.

SUMMARY:

A janitorial administrative supervisor is responsible for providing administrative support to the janitorial team. This includes tasks such as scheduling appointments, maintaining records, and preparing reports. They may also handle administrative requests and queries from senior managers or customers and organize and schedule appointments with admin software such as IBM Maximo.

DUTIES & RESPONSIBILITIES:

• Administer applications and processes to ensure efficient operations.
• Manage access for employees and visitors, maintaining security protocols.
• Handle both regular and emergency work orders to meet operational needs.
• Maintain time and attendance records for accurate payroll processing.
• Coordinate monthly maintenance and assignments for the night shift.
• Utilize Maximo system for effective tracking and management.
• Place monthly supply orders and manage inventory accordingly.
• Generate and analyze reports. MAJOR GOALS: To manage INCs Project effectively and to develop new goals and objectives within the realm of our business. To achieve required margin levels. To deliver the product or service to meet or exceed our customers needs, expectations and standards. To develop personnel and strive to ensure their success. SUBORDINATE GOALS AND KEY RESULTS: REQUIRED QUALIFICATIONS: Proven 3 years experience as an Administrative Assistant Knowledge of office management systems and procedures Working knowledge of office equipment, like printers and fax machines Proficiency in MS Office (MS Excel and MS PowerPoint, in particular) Excellent time management skills and the ability to prioritize work Attention to detail and problem solving skills Excellent written and verbal communication skills Strong organizational skills with the ability to multi-task Ensuring compliance with site specific, state and federal regulations KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED: Demonstrated ability to handle multiple projects and details simultaneously Requires self-direction, tact, diplomacy and a clear, courteous and professional manner when dealing with the public Must demonstrate a clear knowledge of laws, regulations, and guidelines within industry to ensure compliance with regulatory agencies and organizations Ability to develop and implement strategic plans to increase efficiency and effectiveness within the assigned facilities Must demonstrate advanced knowledge of MS Office including Microsoft Word, Excel, Outlook, and PowerPoint Must demonstrate the ability to manage supervisory staff, planning budgets, reviewing expenses, cutting costs, monitoring inventory, and looking for new ways to scale growth of the business and increase profitability. Technical Skills and Experience: Tracking Budget Expenses, Timekeeping and Payroll, Staffing, Quality Management, Managing Processes, Organization, Coaching, Communication Processes, Disciplining Employees, Motivating Others, Promoting Process Improvement, Reporting Skills Working Conditions:
• Non-standard hours of work.
• This position requires work outside the office environment.
• Use of a personal vehicle may be required.
• A valid drivers license is required.
• Criminal Record Check is required.