Administrative Assistant

GUARDIAN SERVICE INDUSTRIES•New York, NY

10h•$55,000 - $65,000•Onsite

About The Position

Guardian Service Industries, a 4th generation family-owned Janitorial, Security, Pest Control, and Engineering & Operations staffing corporation established in 1918, is seeking a dedicated, polished, and experienced Administrative Assistant. This role will support the Operations team in Class A+ commercial buildings by managing schedules, coordinating tasks, and completing special projects. The position is critical to maintaining operational efficiency and enabling strategic success, involving close collaboration with senior leadership and external clients. Proficiency in Excel is essential for managing complex data, creating operational spreadsheets, and ensuring accuracy. 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.