Special Services Admin: Scheduling, Records & Support

Bee-Clean US Holdings LLC, dba Heritage Building Maintenance; Des Moines (IA); On-site; USD 25,000 - 32,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k) with company match

Paid holidays

Job summary

Heritage Building Maintenance is seeking a Special Services Administrative Assistant to support daily operations, scheduling, and recordkeeping in a fast-paced office. The role involves coordinating training, handling work tickets, and ensuring accurate documentation across departments.

You will work closely with Special Services leadership and other teams, with a 40-hour work week and an hourly pay range of $18–$23 based on experience. In-office position in central Iowa.

Qualifications

• Strong verbal and written communication skills.
• Strong interpersonal and customer service skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong organizational skills and attention to detail.
• Ability to maintain accurate records, files, logs, schedules, and tracking documents.
• Ability to prioritize tasks, manage time effectively, and follow through on deadlines.
• Ability to learn company systems and scheduling tools.
• Bilingual English/Spanish skills preferred.

Responsibilities

• Manage the Director of Special Services’ calendar, email follow-ups, task reminders, and department deadlines.
• Audit calendars, work tickets, recurring schedules, and service dates for accuracy and coordination.
• Maintain and update the ticketing system and communicate changes to the team.
• Prepare, organize, and distribute daily work assignments, documents, training materials, and communications.
• Coordinate employee training on machines, equipment, safety, and procedures.
• Maintain supply logs and provide updates to Customer Service daily.
• Assist with inventory tracking, supply requests, and equipment coordination.
• Prepare basic reports, lists, and spreadsheets to support operations.

Skills

MS Office Suite

Outlook

Word

Excel

Calendar management

Recordkeeping

Education

High school diploma or GED

Tools

Ticketing systems

HRIS systems

Job description

Heritage Building Maintenance is seeking a Special Services Administrative Assistant to support daily operations, scheduling, and recordkeeping in a fast-paced office. The role involves coordinating training, handling work tickets, and ensuring accurate documentation across departments.

You will work closely with Special Services leadership and other teams, with a 40-hour work week and an hourly pay range of $18–$23 based on experience. In-office position in central Iowa.