Special Services Admin & Scheduling Specialist

Heritage Building Maintenance; Des Moines (IA); On-site; USD 25,000 - 32,000; Full time

Benefits offered by this job

Medical insurance (medical, dental, or

401(k) with company match

Paid holidays

Paid time off (PTO)

Job summary

Heritage Building Maintenance is seeking a Special Services Administrative Assistant to support the Special Services department from the office in central Iowa. The role involves clerical tasks, scheduling, communications, and recordkeeping, reporting to the Director of Special Services.

Flexible coordination with multiple departments is required. The position runs 9:00am–5:30pm, Monday–Friday (40 hours/week) with pay ranging from $18 to $23 per hour based on experience.

Qualifications

• Must be 18 years of age or older.
• Must be legally authorized to work in the United States.
• High school diploma or GED preferred.
• Prior administrative/clerical experience preferred.
• Bilingual English/Spanish skills preferred.
• Willing to submit to a criminal background check.

Responsibilities

• Manage the Director of Special Services’ calendar, email follow-ups, task reminders, and deadlines.
• Audit calendars, work tickets, and service dates for accuracy and coordination.
• Maintain and update the ticketing system and communicate changes.
• Prepare and distribute daily work assignments and training materials.
• Manage building access requests and related communications.
• Maintain accurate records for department keys, access items, and sign-out logs.
• Maintain organized files (electronic and paper).
• Communicate updates to employees and department teams.
• Track onboarding and training for Special Services staff.
• Coordinate employee training on equipment and procedures.
• Maintain supply logs and report to Customer Service daily.
• Monitor equipment maintenance and coordinate with Warehouse.

Skills

Strong communication

Bilingual English/Spanish

MS Office Suite

Organizational skills

Recordkeeping

Time management

Confidentiality

Independent worker

Education

High school diploma or GED preferred

Tools

Ticketing system

HRIS systems

Job description

Heritage Building Maintenance is seeking a Special Services Administrative Assistant to support the Special Services department from the office in central Iowa. The role involves clerical tasks, scheduling, communications, and recordkeeping, reporting to the Director of Special Services.

Flexible coordination with multiple departments is required. The position runs 9:00am–5:30pm, Monday–Friday (40 hours/week) with pay ranging from $18 to $23 per hour based on experience.