TotalCare Administrative Assistant

LION•New York, NY

4d•$21 - $24•Onsite

About The Position

The Administrative Assistant provides administrative and operational support to the TotalCare Center Manager and serves as a key administrative resource for the FDNY account. The role coordinates office activities, prepares reports, manages schedules, supports customer communications, maintains records, and assists with daily operations to help ensure efficient delivery of TotalCare services. The successful candidate is highly organized and customer-focused and can manage multiple priorities in a fast-paced service environment. When administrative work is finished for the day, the Administrative Assistant helps with receiving, cleaning, and shipping firefighter personal protective equipment (PPE). The position is located at 703 East 134st, Bronx, NY 10454. Hours are Monday to Friday, 7:00 a.m. to 3:30 p.m.; flexibility and willingness to work overtime when needed to meet client needs are required. The role reports to the TotalCare Center Manager. Starting pay is $21.00–$24.00 per hour.

Requirements

High school diploma, GED, or equivalent.
At least 2 years of administrative assistant, office coordinator, or customer service experience.
Strong proficiency in Microsoft Office Suite, including Outlook, Excel, Word, Teams, and PowerPoint.
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.
Flexibility and willingness to work overtime when needed to meet client needs.

Nice To Haves

Experience with ERP systems, inventory management systems, or customer databases.

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 following 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 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.
Log received firefighter gear into the tracking system and query the database for customer special instructions.
Create jobs and production work orders; disassemble garments and tag them for tracking.
Process received garments according to the required cleaning type and receive vendor orders, matching them to purchase orders.
Assess dirty protective garments to determine the appropriate cleaning process.
Operate industrial laundry machines and clean garments according to predetermined types and established procedures.
Record the cleaning performed and cleaning type for each garment.
Fold, bag, label, and prepare garments for shipment; prepare FedEx or route delivery documents; and pack cartons or prepare items for delivery.
Maintain cleanliness and good housekeeping in the shipping and receiving area.
Perform other duties as needed.