Administrative Assistant (405)

Maintenance & Subsidiaries•Houston, TX

15h

About The Position

Maintenance, Inc. & Subsidiaries is seeking a proactive, detail-oriented Administrative Assistant to support daily office operations, improve organizational efficiency, and provide exceptional customer service. The role involves communication and front-desk support, document preparation, recordkeeping, purchasing and supply coordination, basic bookkeeping, and administrative assistance to management and other departments. The position is described as paid and full-time. The company seeks someone who can start as soon as possible.

Requirements

Previous administrative or office experience.
Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
Strong computer literacy, excellent typing speed, and data-entry skills.
Ability to learn new software and processes quickly.
Exceptional organizational skills and ability to multitask effectively in a busy environment.
Excellent verbal and written communication skills, including professional phone etiquette.
Ability to manage time efficiently and prioritize tasks effectively.
Strong problem-solving skills and willingness to take initiative.
Ability to work independently and as part of a team.

Nice To Haves

Bilingual in Spanish.
Prior experience in customer service or front-desk roles.

Responsibilities

Answer incoming phone calls and emails and direct inquiries to the appropriate team member.
Greet visitors and provide a professional, welcoming first point of contact.
Assist with scheduling appointments, meetings, and conference calls.
Maintain organized physical and electronic filing systems.
Perform accurate data entry and maintain company records.
Prepare, proofread, and organize letters, reports, spreadsheets, and other documents.
Sort and distribute incoming mail and manage outgoing correspondence.
Check the company mailbox Monday through Friday and immediately log incoming checks.
Assist with basic bookkeeping, including expense tracking and supply invoice processing.
Enter weekly expenses into the company's OneDrive system.
Assist with monthly expense and purchasing reports.
Monitor office supplies and maintain appropriate inventory levels.
Order customer and office supplies, track deliveries, and communicate with vendors and operations managers.
Research suppliers and help obtain competitive pricing.
Maintain accurate purchasing and vendor records.
Assist with monthly supply billing and reconciliation.
Organize and maintain the filing room and ensure filing is completed weekly.
Organize and maintain the supply room, pantry closet, and warehouse.
Assist with inventory counts and periodic warehouse organization.
Maintain and update supply budget information.
Prepare and update monthly online purchasing reports.
Assist with meeting preparation, including organizing materials and taking notes when needed.
Provide administrative support to management and other departments as needed.
Learn and assist with Accounts Payable support, vendor payments, reconciliations, and end-of-month processes.