Special Services Administrative Assistant

Heritage Building Maintenance; Des Moines (IA); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k) with company match

Paid holidays

Paid time off

Job summary

Heritage Building Maintenance is seeking a Special Services Administrative Assistant to support the daily operations of the Special Services department. You will handle clerical duties, scheduling, communications, and recordkeeping, reporting to the Director of Special Services.

The role requires strong organizational skills, attention to detail, and the ability to coordinate across departments, vendors, and employees. Office-based, with standard 9:00am–5:30pm hours, Monday to Friday.

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.

Responsibilities

• Manage the Director of Special Services’ calendar, email follow-ups, task reminders, and deadlines.
• Audit calendars, work tickets, and schedules for accuracy.
• Maintain ticketing system and communicate schedule changes to team.
• Prepare daily work assignments, training materials, and department communications.
• Assist with front desk coverage and general office support.
• Assist with English/Spanish translation when appropriate.

Skills

Verbal communication

Written communication

Organization

Multitasking

Independent work

Team collaboration

Confidentiality

Education

High school diploma or GED

Tools

Microsoft Office Suite

Outlook

Word

Excel

Job description

Special Services Administrative Assistant

Privately owned and founded in the Midwest in 2011, Heritage Building Maintenance isbased in central Iowa and serves commercial clients with the highest-quality cleaning and microbial protectant on the market today. Heritage goes the extra mile by using science to prove the efficacy of our system for use in office settings and medical and recreational facilities.

In 2022, Heritage was acquired by Bee-Clean Building Maintenance , Canada’s largest privately held janitorial company. While operations remained the same, this partnership opened the doors for continued growth and success in our industry.

Today, Heritage continues to be committed to making a difference in the health and productivity of our community and those we serve.

Heritage Building Maintenance

Special Services Administrative Assistant

SCHEDULE

9:00am-5:30pm Monday through Friday, 40 hours per week.

LOCATIONS

This position will work directly out of the Heritage Building Maintenance Office.

JOB SUMMARY

The Special Services Administrative Assistant supports the efficient daily operation of the Special Services department by performing a wide range of clerical, administrative, scheduling, communication, and recordkeeping responsibilities. This position works closely with Special Services leadership, team members, and other departments to help ensure work orders, training, supplies, equipment needs, and employee support tasks are completed accurately and timely. This position reports directly to the Director of Special Services.

ESSENTIAL FUNCTIONS

• Manage the Director of Special Services’ calendar, email follow-ups, task reminders, and department deadlines to support timely completion of priorities.
• Audit Special Services calendars, work tickets, recurring schedules, and service dates to help ensure accurate and proper coordination.
• Maintain and update the ticketing system, including entering recurring work tickets, printing daily tickets, and communicating schedule or ticket changes to the appropriate team members.
• Assist with preparing, organizing, and distributing daily work assignments, service-related documents, training materials, and department communications.
• Manage building access requests and assist with access-related communication for Special Services team members.
• Manage, audit, and maintain accurate records for department keys, access items, and related sign-out logs.
• Maintain organized electronic and paper files to support department accuracy, accountability, and compliance.
• Communicate with employees regarding meetings, trainings, schedule reminders, required documentation, and other department updates.
• Track new hire onboarding, training completion, equipment training, and related follow-up items for Special Services employees.
• Assist with coordinating employee training on machines, equipment, safety expectations, and department procedures.
• Maintain supply logs for the chemical cage and provide required updates to Customer Service daily.
• Monitor equipment maintenance reporting needs and communicate concerns, repair requests, or follow-up items to the Warehouse Associate or appropriate contact.
• Assist with inventory tracking, supply requests, order follow-up, and communication regarding department materials and equipment.
• Prepare basic reports, lists, spreadsheets, and tracking documents as requested to support department operations.
• Support internal communication between Special Services, Customer Service, Operations, HR, Payroll, and other administrative teams as needed.
• Assist with front desk coverage and general administrative support for the office when needed.
• Assist with English/Spanish translation or interpretation needs for interviews, employee meetings, trainings, or department communications when appropriate.
• Maintain confidentiality when handling employee information, schedules, company records, and operational details.
• Perform other duties as assigned to support the needs of the department and company. Essential functions may be adjusted as the position grows and department needs evolve.

KNOWLEDGE, SKILLS & ABILITIES

• Strong verbal and written communication skills.
• Strong interpersonal and customer service skills with the ability to interact professionally with employees, managers, customers, and vendors.
• 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 work independently while also supporting team needs and department priorities.
• Ability to maintain confidentiality and exercise sound judgment when handling employee, customer, and company information.
• Ability to learn and use company systems, ticketing platforms, scheduling tools, HRIS systems, and other technology as required.
• Professional, dependable, and adaptable approach to changing priorities and department needs.

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, scheduling, dispatching, or office support experience preferred.
• Bilingual English/Spanish skills preferred.
• Must be willing to submit to a criminal background check in accordance with company policy and applicable law.

WORKING ENVIRONMENT

Work is primarily performed in an office setting and may involve regular interaction with employees, managers, customers, vendors, and administrative team members. The position requires the ability to manage multiple priorities, respond to changing department needs, and maintain professionalism in a busy office environment.

PHYSICAL DEMANDS

• Prolonged periods of sitting at a desk and working on a computer.
• Regular use of office equipment, including a computer, phone, printer, copier, and scanner.
• Routine walking and standing between office suites and department areas.
• Must be able to lift up to 15 pounds at times.
• This is an in-office position.

ADDITIONAL DETAILS

Employees are paid by direct deposit every other Friday.

• Medical, dental, vision insurance, and 401(k) with company match are available to eligible full-time employees working 30 or more hours per week.
• Paid holidays are available after 90 days for eligible full-time employees working 30 or more hours per week.
• Paid time off accrual is available for eligible full-time employees working 30 or more hours per week.

Heritage Building Maintenance is a commercial janitorial management company dedicated to providing superior contract custodial services through the use of the most advanced products and technologies available. Our staff focuses on a culture of teamwork, trust, and community.

Heritage is an Equal Opportunity Employer.

It is the policy of Heritage Building Maintenance to provide equal employment opportunity to all employees and applicants for employment and not to discriminate on any basis prohibited by law, including race, color, sex, age, pregnancy, religion, national origin, citizenship status, disability, marital status, sexual orientation, gender identity, military service, genetic information, or any other protected class as defined by local, state, or federal statute.

It is our intent that equal employment opportunities will be provided in employment, recruitment, selection, compensation, benefits, promotion, demotion, layoff, termination, and all other terms and conditions of employment.

This employer participates in E-Verify and will provide the federal government with your form I-9 information to confirm that you are authorized to work in the U.S. The E-Verify Participation and Right to Work Posters are available upon request.