TotalCare Administrative Assistant

Lion•Bronx, NY

4d•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 support efficient delivery of TotalCare services. The successful candidate is organized, customer-focused, and able to manage multiple priorities in a fast-paced service environment. After completing administrative work, the employee assists with receiving, cleaning, and shipping firefighter personal protective equipment (PPE). The position is based at 703 East 134th Street, Bronx, New York, and works Monday through Friday from 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. The starting rate is $21.00–$24.00 per hour. Administrative duties include supporting the manager with scheduling, reports, document preparation, and coordination of office activities; serving as a point of contact for FDNY personnel, customers, vendors, and visitors; coordinating service requests, pickups, and deliveries; maintaining records and following up on customer inquiries; preparing and analyzing operational, customer, and performance reports; coordinating communications among customers, production staff, route drivers, and management; maintaining filing systems, office supplies, invoices, purchase orders, and other records; and supporting site operations, employee onboarding, and process improvement initiatives. Operational duties include logging received firefighter gear into a tracking system, checking customer instructions in a database, creating jobs and production work orders, unassembling and tagging garments, processing garments according to cleaning type, and matching vendor orders to purchase orders. Cleaning duties include assessing garments, operating industrial laundry machines, following established cleaning procedures, and recording the cleaning performed. Shipping duties include folding, bagging, labeling, and packing garments; preparing FedEx or route-delivery documents; and maintaining cleanliness and good housekeeping in the shipping and receiving area. Other duties may be assigned as needed.

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.
Coordinate FDNY service requests, pickups, and deliveries; maintain records; and follow up on customer inquiries.
Prepare, maintain, and analyze operational, customer, and performance reports.
Coordinate communications among customers, production staff, route drivers, and management.
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; unassemble and tag garments for tracking; and process received garments according to cleaning type.
Receive vendor orders and match them to purchase orders.
Assess dirty protective garments to determine the appropriate cleaning process; operate industrial laundry machines; follow established procedures; and record the cleaning performed for each garment.
Prepare garments for shipment by folding, bagging, labeling, packing cartons, or preparing items for delivery.
Prepare shipping documents for FedEx or route delivery.
Maintain cleanliness and good housekeeping in the shipping and receiving area.
Assist with other duties as needed.