Administrative Assistant

Kids for the Future; Pasadena (CA); On-site; USD 68,000 - 83,000; Full time

Job summary

Kids for the Future in Pasadena, CA is seeking an Administrative Assistant to support the janitorial team and administrative operations across contract sites. The role focuses on scheduling, records, payroll-related tasks, and reports, with daily use of IBM Maximo and MS Office.

You will coordinate timekeeping, manage inquiries, and ensure compliance with site, state, and federal regulations while delivering accurate, timely information to managers and customers.

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.

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.

Job description

• Base Pay $75,000.00 - $75,000.00 / Hour

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:

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

MAJOR GOALS:

• To manage INC’s 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:

1. Non-standard hours of work.
2. This position requires work outside the office environment.
3. Use of a personal vehicle may be required.
4. A valid driver’s license is required.
5. Criminal Record Check is required.