Administrative Assistant

At HVJ you’ll find a company that supports your professional growth and personal happiness. A culture that embraces innovation and collaboration. And smart, respectful coworkers who set the bar high, motivating and inspiring each other. Our people are vested and invested in our success. We invite you to find out why people think HVJ is a great place to work and grow.

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Job Title

Administrative Assistant

Location

Category

Administrative

Job Type

Full-time

Job Description

Position Title:
Administrative Assistant – Safety, Facilities, Fleet, and Admin

Department:
Finance & Administration

Employment Type:
Full-Time

Position Summary

The Administrative Assistant provides hands-on administrative, safety, facilities, fleet, Admin, and HR support to ensure efficient daily operations and compliance with company standards and applicable regulations. This role actively monitors programs, resolves issues, coordinates vendors, supports employee lifecycle activities, and serves as a central point of contact for administrative and operational needs across the organization.

Key Responsibilities

Safety & Compliance

• Maintain and monitor employee safety training records
• Track completed and outstanding requirements and prepare monthly reports
• Implement and administer safety awards and recognition programs

HR & Administrative Support

• Maintain employee requisitions, applications, and personnel documentation
• Assist with onboarding and offboarding processes
• Support HR with benefits, insurance coordination, and general administrative tasks
• Prepare letters, memos, reports, and internal communications

Facilities Management (Hands-On)

• Coordinate HVAC, janitorial, and maintenance services
• Serve as primary contact for facility issues and follow through to resolution
• Maintain facility service documentation and records

Fleet Management

• Monitor fleet operations including GPS, inspections, and maintenance,
• Track fleet compliance and prepare monthly status reports
• Coordinate with drivers, vendors, and management to resolve issues

General Office and Admin Support

• Maintain punctual attendance and be present in the office during standard business hours
• Answer primary phone line during business hours
• Assist with meetings, venues, invitations, and travel arrangements
• Perform additional duties as assigned

Performance Expectations

• Demonstrate consistent punctuality and reliable on-site presence
• Respond to requests within one business day, sooner when possible
• Maintain accuracy, confidentiality, and professionalism
• Exhibit strong organization, prioritization, and follow-through
• Proactively communicating issues or risks to management

Qualifications

• High School Diploma or equivalent required
• Associate or bachelor’s degree in business administration, Management, HR, or a related field a plus
• 3–5 years of experience in administrative, HR support, office management, or operations roles
• Experience with safety, facilities, or fleet administration preferred
• Proficiency in Microsoft Office and Outlook; strong Excel skills required
• Familiarity with Deltek Talent Management, or Deltek Vision preferred
• Strong problem-solving, communication, and organizational skills
• Ability to manage multiple priorities with attention to detail and a positive attitude