Job Description

Job Description
Position Summary

The Administrative Assistant will assist in by providing office support to ensure that the operation is in compliance with company record-keeping policies and responsive to the needs of its customers.
Daily Functions

* Sign Employees in
* Collect Health Screening Questionnaire
* Cover absences
* Train replacements
* Direct employees
* Check/distribute tickets
* Email completed tickets to NYFacilities
* Fill payroll attendance tracking sheet
* Update Daily Log Book
* Update Project Excel
* Enter OT in Blueforce
* Track Cost Avoidance
* Print/hang client compliments
* Answer phone and fulfill requests
* Employees Issues (Pay, LOA, Vaca, Unemployment, etc)
* Assist Project Manager and projects
* Performs other duties as assigned or requested

Weekly Responsibilties

* Monday
* Check all of payroll (Day, Night, OT, ABT, Vaca, etc)
* Submit Payroll before 9:00am
* Submit/store Daily Usage
* Remove/store Daily Sign-in Sheets
* Middle
* Make Work Orders (and track on Excel Sheets. One for ALL and 2nd only with COVID cleaning)
* Sign Work Orders
* Email Work Orders to building office
* Complete SWOPS (36 per month, 9 per week, 3 for day, 6 for night)
* Focus on projects
* Thursday
* Count and send Sanitizing Inventory
* Friday
* Start payroll in Blueforce
* Enter OT in Blueforce
* Update Employees PTO sheets
* Close Work Orders
* Review and close past due tickets in Tririga
* Print next weeks daily attendance sign-in sheets

Monthly

* Beginning
* Make Monthly Work Orders
* Monthly Meeting PowerPoint (upon request)
* Middle
* 1 Monthly Supply Order
* Monthly Buysmart Order (Chemical, Urinal)(Feb-No Chemical buy month)
* End
* Close all work orders
* Sign/close all Monthly Work Orders
* Email monthly safety sign-in sheets to District Manager
* Send Cost Avoidance (with added tickets cost avoidance)
* Check if need to send any vacation replacement requests for the next month (send 2 weeks prior from need date)

Yearly Responsibilities

* Beginning
* Make new calendar for payroll tracking
* Make new PTO tracking sheets for payroll and employees
* Make new Cost Avoidance sheet (update numbers calculating)
* Make new Work Orders Closed sheet
* Make new Bathroom Amenities Sheet
* Store old work order
* Update Billable rates
* Middle
* Employee Unused Sick Day Checks (fix problems)
* Store last years OT, PTO Tracking, and Sign-in sheets
* Assist in next years building employee budgeting (with Project Manager & District Manager)
* End
* Close ALL work orders

Minimum Requirements

* One to three years of administrative work experience is preferred
* Excellent written and verbal English communication skills
* Excellent problem solving skills
* Must have exceptional ability to assist on multiple projects/tasks
* Proven ability to prioritize and work with all levels of the organization
* Proven track record and demonstrated ability to consistently meet deadlines
* Proficient with Microsoft Word, Excel, Outlook
* Excellent organizational skills
*