Administrative Assistant

Guardian Service Industries•New York, NY

23h•Onsite

About The Position

Established in 1918, Guardian Service Industries is a 4th generation family-owned Janitorial, Security, Pest Control, and Engineering & Operations staffing corporation. We provide a comprehensive range of essential facility management services to over 1,000 clients across various sectors, inclusive of commercial and government buildings, residential communities, schools, industrial facilities, transportation hubs, and retail outlets throughout New England, Northeast, Mid-Atlantic & Florida. We are seeking a dedicated, polished, and experienced Administrative Assistant to support the Operations team in Class A+ commercial buildings with managing schedules, coordinating tasks, and completing special projects. This role, working closely with senior leadership and external clients, is critical to maintaining operational efficiency and enabling strategic success. Proficiency in Excel is essential for managing complex data, creating operational spreadsheets, and ensuring accuracy across various tasks. The ideal candidate will be detail-oriented, tech-savvy, and capable of handling confidential information with professionalism.

Requirements

5+ years of experience in administrative roles, preferably in high-end or fast-paced environments.
Advanced proficiency in Microsoft Excel; strong skills in Word, PowerPoint, and Outlook.
Exceptional written and verbal communication skills in English; proficiency in Spanish or Albanian is a plus.
Strong organizational, communication, and multitasking abilities.
Professional demeanor, attention to detail, and ability to handle sensitive information.
Flexible availability to address urgent operational needs.
Ability to work independently and maintain focus in a dynamic environment.
Professional demeanor, flexibility, and a proactive approach to problem-solving.

Nice To Haves

Proficiency in Spanish or Albanian

Responsibilities

Provide comprehensive clerical and administrative support, including handling correspondence, maintaining records, managing phones, photocopying, filing, and distributing mail.
Create, monitor, and close work orders using the company's online system.
Develop, analyze, and maintain complex operational spreadsheets, periodic schedules, and proposals using advanced Excel functions.
Coordinate schedules, meetings, and proposals using Microsoft Office and Outlook.
Collaborate with Supervisors to update payroll hours and ensure the accuracy of time sheets and other records.
Process expense reports and allocate costs appropriately.
Monitor and requisition supplies to maintain stock levels.
Communicate with team members and external stakeholders to delegate tasks and address issues.
Respond to emergencies and assist with operational needs outside regular hours as required.
Handle additional special projects as assigned.