TotalCare Administrative Assistant

Lion Totalcare; New York (NY); On-site; USD 29,000 - 33,000; Full time

Benefits offered by this job

Vision Care Benefits

Life & Disability Insurance

401K Plan

Education Reimbursement Program

Company Events and More!

Job summary

LION TotalCare is seeking an Administrative Assistant to support the TotalCare Center Manager and handle daily office tasks for the FDNY account in the Bronx. You will coordinate schedules, generate reports, manage records, and assist with communications, ensuring smooth service delivery.

Hours are Monday to Friday, 7:00 am - 3:30 pm, with overtime as needed. Starting rate is $21.00 - $24.00 per hour, and the role requires strong organization and a customer-focused approach.

Qualifications

• High School Diploma or GED required.
• 2+ years of administrative assistant, office coordinator, or customer service experience.
• Strong proficiency in Microsoft Office Suite (Outlook, Excel, Word, Teams, PowerPoint).
• Experience with ERP, inventory systems, or customer databases preferred.
• Excellent written and verbal communication skills and ability to manage multiple priorities.

Responsibilities

• Provide administrative support to the TotalCare Center Manager, including scheduling, reporting, document preparation, and coordination of daily office activities.
• Serve as a point of contact for FDNY personnel, customers, vendors, and visitors, delivering professional customer service.
• Coordinate service requests, scheduling pickups and deliveries, maintain records, and follow up on inquiries.

Skills

Admin experience

Customer service

Microsoft Office

Education

Diploma/GED

Tools

ERP systems

Inventory management

CRM databases

Job description

Looking for a job with a purpose? Want to make a real difference in the world?

LION TotalCare is the leader in Firefighter PPE cleaning and repair maintenance. Our NFPA-certified services help enhance firefighter safety and save Fire Departments money by extending the life of their PPE.

Join us to help protect our FDNY Firefighters!

Benefits of Working with Us!

• Vision Care Benefits
• Life & Disability Insurance
• 401K Plan
• Education Reimbursement Program
• Company Events and More!

LION is an international company that operates in three markets: the emergency services, military and civilian agency uniforms, and personal equipment markets. LION serves a global customer base of fire departments, military installations, institutions, corporate organizations, and training companies from multiple offices around the world.

The Administrative Assistant provides administrative and operational support to the TotalCare Center Manager and serves as a key administrative resource for the FDNY account. This position is responsible for coordinating office activities, preparing reports, managing schedules, supporting customer communications, maintaining records, and assisting with daily operations to ensure the efficient delivery of TotalCare services. The successful candidate will be highly organized, customer-focused, and capable of managing multiple priorities within a fast-paced service environment. When administrative work is finished for the day, you will assist with activities associated with receiving, cleaning, and shipping of Firefighter PPE gear.

Location: 703 East 134st, Bronx, NY, 10454

Hours: Monday to Friday 7:00 am - 3:30 pm. Must be flexible and willing to work overtime when needed to meet client needs.

Reports to: TotalCare Center Manager

Starting Rate: $21.00 - $24.00 / hour

Duties and Responsibilities

• Provide administrative support to the TotalCare Center Manager, including scheduling, reporting, document preparation, and coordination of daily office activities.
• Serve as a point of contact for FDNY personnel, customers, vendors, and visitors, providing professional and responsive customer service.
• Support the FDNY account by coordinating service requests, scheduling pickups and deliveries, maintaining records, and ensuring timely follow-up on customer inquiries.
• Prepare, maintain, and analyze operational, customer, and performance reports to support business and account management objectives.
• Coordinate communications between customers, production staff, route drivers, and management to support efficient operations and service delivery.
• Maintain organized filing systems, office supplies, invoices, purchase orders, and other administrative records in accordance with company policies.
• Support site operations, employee onboarding activities, and process improvement initiatives.
• Other duties as needed.

Receiving

• Log firefighter gear received into our tracking system
• Query database for customer special instructions
• Create job and production work order
• Unassembled garments and tag for tracking
• Process garments received according to cleaning type
• Receive orders from vendors and match to purchase orders

Cleaning

• Assess dirty protective garments to determine most appropriate cleaning process
• Operate industrial laundry machines and perform cleaning according to pre-determined type
• Follow established procedures for type of cleaning
• Record cleaning and type of cleaning for each garment

Shipping

• Prepare garments for shipment - fold, bag, and label
• Prepare shipping document required - FedEx or Route delivery.
• Pack cartons or prepare for delivery
• Maintain cleanliness and good housekeeping in shipping & receiving area.

Requirements and Qualifications

• High School Diploma, GED, or equivalent required.
• 2+ years of administrative assistant, office coordinator, or customer service experience.
• Strong proficiency in Microsoft Office Suite, including Outlook, Excel, Word, Teams, and PowerPoint.
• Experience with ERP systems, inventory management systems, or customer databases preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities with strong attention to detail.
• Professional, customer-focused approach and ability to maintain confidentiality.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.