Special Services Administrative Assistant

Heritage Building Maintenance • Des Moines, IA

67d • $18 - $23 • Onsite

About The Position

The Special Services Administrative Assistant supports the efficient daily operation of the Special Services department through clerical, administrative, scheduling, communication, and recordkeeping work. The role works closely with Special Services leadership and employees, as well as other departments, to help ensure work orders, training, supplies, equipment needs, and employee support tasks are completed accurately and on time. The position reports directly to the Director of Special Services.

The role is based in the Heritage Building Maintenance office and is scheduled Monday through Friday, 9:00 a.m. to 5:30 p.m., for 40 hours per week. Pay is $18–$23 per hour, based on experience. Work is primarily in an office setting, with regular interaction with employees, managers, customers, vendors, and administrative team members. The position requires managing multiple priorities, responding to changing department needs, and maintaining professionalism in a busy office environment.

The position requires prolonged sitting and computer use, routine use of office equipment, walking and standing between office suites and department areas, and lifting up to 15 pounds at times. Medical, dental, and vision insurance, a 401(k) with company match, paid holidays after 90 days, and paid time off accrual are available to eligible full-time employees working at least 30 hours per week.

Requirements

• Must be at least 18 years old.
• Must be legally authorized to work in the United States.
• Strong verbal and written communication skills.
• Strong interpersonal and customer service skills, including the ability to interact professionally with employees, managers, customers, and vendors.
• Proficiency with Microsoft Office Suite, including Outlook, Word, and Excel.
• Strong organizational skills and attention to detail.
• Ability to maintain accurate records, files, logs, schedules, and tracking documents.
• Ability to prioritize tasks, manage time effectively, and follow through on deadlines.
• Ability to work independently while supporting team needs and department priorities.
• Ability to maintain confidentiality and exercise sound judgment when handling employee, customer, and company information.
• Ability to learn and use company systems, ticketing platforms, scheduling tools, HRIS systems, and other technology as required.
• Professional, dependable, and adaptable approach to changing priorities and department needs.
• Willingness to submit to a criminal background check in accordance with company policy and applicable law.

Nice To Haves

• High school diploma or GED.
• Prior administrative, clerical, scheduling, dispatching, or office support experience.
• Bilingual English/Spanish skills.

Responsibilities

• Manage the Director of Special Services’ calendar, email follow-ups, task reminders, and department deadlines.
• Audit department calendars, work tickets, recurring schedules, and service dates for accuracy and coordination.
• Maintain the ticketing system, including entering recurring tickets, printing daily tickets, and communicating schedule or ticket changes.
• Prepare, organize, and distribute daily work assignments, service documents, training materials, and department communications.
• Manage building access requests and related communications for Special Services team members.
• Maintain records for department keys, access items, and sign-out logs.
• Maintain organized electronic and paper files.
• Communicate with employees about meetings, trainings, schedule reminders, required documentation, and department updates.
• Track new-hire onboarding, training completion, equipment training, and follow-up items.
• Coordinate employee training on machines, equipment, safety expectations, and department procedures.
• Maintain chemical cage supply logs and provide daily updates to Customer Service.
• Monitor equipment maintenance reporting needs and communicate concerns, repair requests, and follow-up items to the Warehouse Associate or appropriate contact.
• Assist with inventory tracking, supply requests, order follow-up, and communications about department materials and equipment.
• Prepare basic reports, lists, spreadsheets, and tracking documents as requested.
• Support internal communication among Special Services, Customer Service, Operations, HR, Payroll, and other administrative teams.
• Provide front desk coverage and general office administrative support when needed.
• Assist with English/Spanish translation or interpretation for interviews, employee meetings, trainings, or department communications when appropriate.
• Maintain confidentiality when handling employee information, schedules, company records, and operational details.
• Perform other duties as assigned to support the department and company.

Benefits

• Medical insurance available to eligible full-time employees working 30 or more hours per week.
• Dental insurance available to eligible full-time employees working 30 or more hours per week.
• Vision insurance available to eligible full-time employees working 30 or more hours per week.
• 401(k) with company match available to eligible full-time employees working 30 or more hours per week.
• Paid holidays after 90 days for eligible full-time employees working 30 or more hours per week.
• Paid time off accrual for eligible full-time employees working 30 or more hours per week.
• Pay by direct deposit every other Friday.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed