Administrative Assistant

ISS•Kansas City, MO

4d•$23 - $25

About The Position

The Administrative Assistant performs general office duties for janitorial contract sites, applying knowledge of company and department procedures. The role includes typing, organizing and maintaining files, operating office equipment, answering telephone calls, greeting visitors, processing accounts payable invoices, maintaining safety records, managing on-site Workers’ Compensation files, assisting with payroll issues, and supporting the Computerized Maintenance Management System (CMMS). The position provides general administrative support to the Operations and Maintenance (O&M) team. It involves maintaining purchase orders, trackers, project details and files, and CMMS information such as equipment history and status, work orders, budget projections, inventory, and purchasing. The work is performed in a general office environment and includes repetitive motions and extended periods sitting at a computer. Some domestic and international travel may be required based on business demands, and the role requires the ability to lift at least 50 pounds.

Requirements

High school diploma or equivalent education.
Three years of related experience, or an equivalent combination of education and experience.
Strong knowledge of Microsoft Office, including Word and Excel, and data entry.
Ability to type at least 50 words per minute accurately.
Excellent verbal, written, and organizational skills.
Team-player attitude and commitment to working in a quality environment.
Exceptional customer service skills.
Ability to lift at least 50 pounds.
Ability to work with repetitive motions and sit at a computer for extended periods.
Some domestic and international travel may be required based on business demands.
Adherence to HSEQ policies and procedures, including safety protocols, environmental responsibility, and quality standards.
Employment may be contingent on successful completion of a background check and, where applicable, drug and/or alcohol screening, in accordance with applicable laws and company requirements.

Responsibilities

Type correspondence, forms, and reports using records, rough drafts, or other sources.
Post information to records and logs, and perform simple account balancing and reconciliation.
Organize and maintain filing systems.
Answer telephone calls, greet visitors, direct calls, take messages, and provide routine information.
Operate office equipment, including a typewriter, computer, facsimile machine, and copy machine.
Proofread work, identify errors, and make corrections as needed.
Create and maintain purchase orders, Excel trackers, project details, and project files in Aconex.
Maintain CMMS data, including equipment history and status; generate work orders; manage budget projection data, inventory tracking, and purchasing; and support overall CMMS operation.
Process accounts payable invoices and maintain safety records and on-site Workers’ Compensation files.
Assist with payroll issues and provide general administrative support to the O&M team.
Assist with scheduling and organizing project activities, including meetings and training.
Comply with safety rules, policies, and procedures, and participate in HSEQ training; report potential hazards or compliance concerns.
Coordinate activities with internal departments and communicate professionally with leads, supervisors, coworkers, managers, and customers.
Perform other duties necessary to provide general administrative support to the O&M team.