Operations Administrative Assistant

Valiant Integrated Services, LLC; United States; Remote; USD 35,000 - 50,000; Full time

Job summary

Valiant Integrated Services is seeking an Operations Administrative Assistant to support the Senior Operations Manager for healthcare facility operations. You will help keep work order trackers, recovery plans, service order records, and routine reports organized and current.

The role emphasizes strong organization, proficiency with Excel/Outlook/Word, and the ability to follow up with multiple teams. This is an on-site office position with standard business hours and potential for periods of

Qualifications

• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Excel, Outlook, Word, and shared electronic files.
• Ability to manage changing priorities and handle confidential business information.
• Clear written communication and the ability to follow up professionally with multiple teams.
• Experience with work order tracking, facilities operations, government contracts, or healthcare facilities is preferred but not required.

Responsibilities

• Update and organize maintenance and recovery trackers and service records.
• Compile daily and weekly status updates and follow up for missing information.
• Assist with preparing reports and leadership briefing materials.
• Track due dates, actions, and approvals; maintain documentation.
• Maintain electronic files, meeting notes, and action item lists.
• Flag conflicting data or overdue items for review by the Senior Operations Manager.
• Provide administrative support during high workload periods.

Skills

Organizational skills

Microsoft Excel

Microsoft Outlook

Microsoft Word

Written communication

Prioritization

Confidential information handling

Job description

VGS is looking to add an Operations Administrative Assistant to support the company's growth.

The Operations Administrative Assistant provides administrative and reporting support to the Senior Operations Manager for healthcare facility operations. This position helps keep work order trackers, recovery plans, service order records, and routine reports organized and current so that site leadership can focus on execution and resolving issues.

ESSENTIAL DUTIES AND RESPONSIBLITIES:

• Update and organize preventive maintenance, corrective maintenance, service order, leak, kitchen equipment, and recovery plan trackers using information provided by the responsible teams.
• Compile daily and weekly status updates, identify missing information, and follow up with designated staff for updates.
• Assist with preparing morning reports, weekly O&M meeting materials, monthly progress reports, and leadership briefings.
• Track due dates, outstanding actions, and items awaiting scheduling, purchase orders, approvals, or closeout documentation.
• Maintain orderly electronic files, meeting notes, and action item lists.
• Flag conflicting data, overdue items, and gaps in documentation for the Senior Operations Manager’s review.
• Provide additional administrative support during periods of high workload or staff absences.
• Other duties as assigned.

Position Requirements

REQUIRED QUALIFICATIONS:

• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Excel, Outlook, Word, and shared electronic files.
• Ability to manage changing priorities and handle confidential business information.
• Clear written communication and the ability to follow up professionally with multiple teams.
• Experience with work order tracking, facilities operations, government contracts, or healthcare facilities is preferred but not required.

PHYSICAL REQUIREMENTS: Physical requirements may include, but are not limited to, lifting, ascending, and descending stairs, climbing, extended sitting or standing, to various degrees. This job will primarily be in an Office Setting.

VGS is an employer who hires in accordance with applicable state and federal law. All qualified applicants will receive consideration for employment in compliance with those laws.

Valiant Integrated Services is an employer who hires in accordance with applicable state and federal law. All qualified applicants will receive consideration for employment in compliance with those laws.

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