Proactive Administrative Assistant | Office & Vendor Support

Maintenance of Dallas, Inc.; Houston (TX); Vor Ort; USD 32.000 - 42.000; Vollzeit

Benefits dieser Stelle

Medical Insurance

Life Insurance

Dental Insurance

Vision Insurance

Paid Vacation

Paid Sick Days

Paid Holidays

Long Term Disability

Zusammenfassung

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.

Qualifikationen

• 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.

Aufgaben

• 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.

Kenntnisse

Typing speed

Data entry

Multitasking

Communication skills

Organization

Teamwork

Bilingual Spanish

Tools

Microsoft Office Suite (Word, Excel, Outlook)

Jobbeschreibung

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.