Position Summary 

We are seeking a dynamic and highly organized Administrative Assistant to support our operations and management team in a fast-paced, multi-site environment. This role requires exceptional communication, critical thinking, and problem-solving skills to ensure smooth office and site operations. The ideal candidate is proactive, detail-oriented, and thrives in a collaborative setting. 

Key Responsibilities 

Payroll & HR Support 

• Act as liaison between Corporate Payroll, Operations, and employees to update online payroll platform (Blue Force & ADP). 

• Research and submit retroactive and adjustment payment requests; resolve payroll issues promptly. 

• Review and process vacation and sick time requests per CBA and local ordinances. 

• Distribute payroll checks and coordinate complex payroll situations with Corporate Payroll team. 

• Assist HR with scheduling employee visits, intake complaints, and coordinate with HR Manager on complex issues. 

Administrative & Office Management 

• Provide administrative support including answering and routing calls, scheduling meetings, and coordinating conference room requests. 

• Manage office vendor inspections/repairs and order office/field supplies as authorized. 

• Perform other duties as assigned or requested, including cleaning and upkeep of office space 

• Document Control & Reporting 

• Set up and maintain client and vendor files (invoices, payments, contracts). 

• Draft and execute service contracts, purchase orders, and assist with A/P support. 

• Track Certificates of Insurance (COI) and maintain preventative maintenance schedules. 

Onboarding & Training 

• Coordinate new hire orientation and training with Recruiter and Office Operations team. 

• Customer Service & Communication 

• Represent the company professionally and courteously at all times. 

• Provide excellent service to internal teams and external partners. 

• Other Duties 

• Perform special projects and additional tasks as assigned. 

Qualifications 

Education: High school diploma required; bachelor’s degree preferred. 

Experience: Minimum 2+ years in an administrative role within a corporate or professional setting; property management or commercial real estate experience a plus. 

Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). 

Language: Bilingual in English and Spanish strongly preferred. 

Core Competencies 

• Strong organizational and time-management skills. 

• Excellent written and verbal communication. 

• Ability to multi-task and prioritize in a fast-paced environment. 

• Problem-solving and analytical skills; self-starter mindset.