Job Overview
We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to support our Vice President of Operations within our growing staffing company. This role is ideal for someone who thrives in a fast-paced environment, enjoys multitasking, and has excellent communication and organizational skills.
As the Administrative Assistant, you will play a key role in supporting the daily operations of multiple departments, including janitorial, construction, and other staffing divisions. You will assist with employee scheduling, staffing coordination, client communication, invoice preparation, and a variety of administrative tasks that help keep operations running efficiently. This is an excellent opportunity for someone looking to grow within the staffing and operations industry while making a meaningful impact on the company's success.
Responsibilities
- Provide direct administrative support to the Vice President of Operations.
- Assist with staffing open positions by coordinating candidates, confirming availability, and helping fill daily staffing needs.
- Communicate with employees, supervisors, and clients regarding schedules, assignments, and operational updates.
- Prepare, review, and organize invoices, timesheets, and other operational documentation.
- Coordinate employee schedules and maintain accurate staffing records.
- Manage calendars, schedule meetings, and assist with planning operational activities.
- Answer incoming phone calls, emails, and messages professionally and respond promptly to inquiries.
- Maintain organized digital and physical filing systems.
- Perform accurate data entry using Microsoft Office and company software.
- Assist with onboarding paperwork and other administrative tasks as needed.
- Order office supplies and assist with general office management responsibilities.
- Collaborate with multiple departments to ensure smooth day-to-day operations.
- Support special projects and perform additional administrative duties as assigned.
Qualifications
- Previous administrative, office, or staffing industry experience preferred.
- Strong organizational skills with the ability to prioritize multiple tasks in a fast-paced environment.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Strong computer skills with accurate data entry abilities.
- Experience working with schedules, calendars, and operational coordination is highly desirable.
- Bilingual (English/Spanish) is highly preferred.
- Ability to work independently while also collaborating effectively with a team.
- Strong attention to detail, problem-solving abilities, and a positive, professional attitude.
- Customer service experience is highly valued.
What You'll Do
In this role, no two days are the same. You'll help ensure our field employees are properly staffed, assist with invoicing and operational paperwork, communicate with clients and supervisors, coordinate schedules, and provide essential administrative support that keeps our operations running efficiently. Your work will directly contribute to the success of our operations team and the exceptional service we provide to our clients.
Why Join Us?
- Opportunity for professional growth within a rapidly growing staffing company.
- Work closely with executive leadership and gain valuable operations experience.
- Collaborative and supportive team environment.
- Dynamic role with variety and opportunities to develop new skills.
- Make a direct impact on the success of our employees, clients, and company operations.
The position is much more of an Operations Administrative Assistant rather than a traditional front desk receptionist. It emphasizes staffing coordination, invoicing, communication with field teams, scheduling, and supporting the VP of Operations.
Pay: From $18.45 per hour
Application Question(s):
- What was your reason for leaving your previous employment?
Work Location: In person
