Special Services Administrative Assistant

Heritage Building Maintenance•Des Moines, IA

1d•Onsite

About The Position

The Special Services Administrative Assistant supports the efficient daily operation of the Special Services department by performing a wide range of clerical, administrative, scheduling, communication, and recordkeeping responsibilities. This position works closely with Special Services leadership, team members, and other departments to help ensure work orders, training, supplies, equipment needs, and employee support tasks are completed accurately and timely. This position reports directly to the Director of Special Services.

Requirements

Strong verbal and written communication skills.
Strong interpersonal and customer service skills with 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 also 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.
Must be 18 years of age or older.
Must be legally authorized to work in the United States.
Must be willing to submit to a criminal background check in accordance with company policy and applicable law.

Nice To Haves

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

Responsibilities

Manage the Director of Special Services’ calendar, email follow-ups, task reminders, and department deadlines to support timely completion of priorities.
Audit Special Services calendars, work tickets, recurring schedules, and service dates to help ensure accuracy and proper coordination.
Maintain and update the ticketing system, including entering recurring work tickets, printing daily tickets, and communicating schedule or ticket changes to the appropriate team members.
Assist with preparing, organizing, and distributing daily work assignments, service-related documents, training materials, and department communications.
Manage building access requests and assist with access-related communication for Special Services team members.
Manage, audit, and maintain accurate records for department keys, access items, and related sign-out logs.
Maintain organized electronic and paper files to support department accuracy, accountability, and compliance.
Communicate with employees regarding meetings, trainings, schedule reminders, required documentation, and other department updates.
Track new hire onboarding, training completion, equipment training, and related follow-up items for Special Services employees.
Assist with coordinating employee training on machines, equipment, safety expectations, and department procedures.
Maintain supply logs for the chemical cage and provide required updates to Customer Service daily.
Monitor equipment maintenance reporting needs and communicate concerns, repair requests, or follow-up items to the Warehouse Associate or appropriate contact.
Assist with inventory tracking, supply requests, order follow-up, and communication regarding department materials and equipment.
Prepare basic reports, lists, spreadsheets, and tracking documents as requested to support department operations.
Support internal communication between Special Services, Customer Service, Operations, HR, Payroll, and other administrative teams as needed.
Assist with front desk coverage and general administrative support for the office when needed.
Assist with English/Spanish translation or interpretation needs 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 needs of the department and company. Essential functions may be adjusted as the position grows and department needs evolve.