Administrative Assistant

Company: Diversified Maintenance
Location: Raleigh
Posted on: May 28, 2023

Job Description:

Administrative Assistant
Come work for Diversified Maintenance, a leading company in the Facilities Services Industry since 1973. At Diversified Maintenance, we believe that details matter, as do each of our employees and customers. Through our core values of loyalty, honesty, and integrity, we strive to create a culture of growth and opportunity for each individual we employ. Although we currently have operations in all 50 United States, Puerto Rico, Guam, and the Virgin Islands, Diversified Maintenance is projected to double in size in the next five years. Join a large growing company with a sense of pride in everything that we do.
Summary
The Administrative Assistant acts as a liaison between the field operations team and Corporate Headquarters. This position is responsible for supporting and helping the operations team in many manners, as well as holding individuals accountable for performance and completion of tasks. The Administrative Assistant helps drive a division's success by keeping their finger on the pulse of everything happening in their territory.
Must have intermediate skills relating to computer software programs such as Excel and Word. Ability to be courteous and provide great customer service skills with both internal and external customers.
Must be able to pass background and drug screening. Must be professional and courteous. Must be able to perform each essential duty satisfactorily, have a current valid driver's license, and have reliable transportation. Must have a high school diploma.
The candidate should possess great communication skills, customer service skills, maintain honesty, be trustworthy, and have a pleasant personality.
Gatekeeper for all Office Operations to include all paperwork submissions by Operations. Provide general support to Division Managers, Area Managers, District Managers, Project Managers, and Senior Management.
Retain knowledge of job openings within the Division's accounts for referrals of potential applicants. Prepare and place ADs for the Division open positions and assist with recruiting, interviewing, and hiring as needed for new job start-ups/contracts.
Record management.
Process I-9 verifications, employee paperwork, Code vendor invoices, recurring billing for the Division according to standard operating procedures. according to standard operating procedures.
Assures contract maintenance i.e., new accounts, terminations. Monitor assigned accounts for recurring work orders and/or terminated business to the contract through the change in contract processing.
Assist Human Resource department with updating of all employee files and assist/support in other areas as it relates to the organization and state law rules and regulations. Ensure all employer/employee posters are current. Act as liaison between Office, Hourly Employees, and the Corporate/Regional Offices.
Ensure accountability with Managers relating to the Manager paperwork, deadline for month-end items, and final payroll submissions as it relates to standard operating procedures.
Document customer concerns received via email, at the sites, or phone calls on an ongoing basis in order to keep Operations informed as to the status of assigned accounts and assist with follow through to assure issues are resolved. Provide customer service support tocustomers and sub-contractors.
Assist in new account start-ups and perform other duties as assigned by the Division Manager and/or Field Management to assist with account start-ups.
Conduct training sessions as needed with on-boarding Managers regarding the Manager's administrative responsibility. Assist with managing cost-savings via reports relating to labor, budgets, and supply expense.
Diversified Maintenance Systems,is an Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.

Keywords: Diversified Maintenance, Raleigh , Administrative Assistant, Administration, Clerical , Raleigh, North Carolina