Administrative Assistant

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All Hamilton, OH, US 1 Attachments

2 days ago Requisition

Position Title:

Administrative Assistant

Dept./Division:
Property Operations – Auxiliary Services Division

Reports To:

Auxiliary Services Manager

Employment Status:
Full-time

FLSA Status:
Exempt

Regular

Work Hours:

8 hours (M –

F)

Probationary Period: 120 Days

Pay:
Commensurate with Experience

Position Summary

The Administrative Assistant serves as the primary administrative and customer service support professional for the Auxiliary Services Division. This position coordinates office operations, schedules field activities, maintains regulatory records, processes invoices, supports purchasing activities, tracks work orders, and provides exceptional customer service to residents, vendors, contractors, and internal departments.

The Administrative Assistant serves as the communication hub for the division by coordinating daily schedules, maintaining accurate operational records, processing documentation, responding to resident inquiries, supporting compliance efforts, and ensuring the efficient flow of information between field staff, management, and agency departments.

This position requires exceptional organizational skills, attention to detail, professionalism, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Administrative Support

• Provide administrative support to the Auxiliary Services Manager and Auxiliary Services Lead.
• Prepare correspondence, reports, memoranda, spreadsheets, and presentations.
• Maintain electronic and hard-copy filing systems.
• Maintain division calendars and schedules.
• Prepare meeting agendas and record meeting minutes.
• Maintain confidential personnel and operational records.
• Coordinate office workflow and administrative processes.

Customer Service

• Serve as the first point of contact for residents, staff, vendors, and contractors regarding Auxiliary Services operations.
• Answer incoming telephone calls and respond to emails.
• Receive and document pest control requests.
• Receive and document grounds maintenance concerns.
• Respond to resident complaints and service inquiries.
• Route service requests to appropriate field staff.
• Communicate appointment schedules with residents.
• Provide courteous and professional customer service at all times.

Scheduling & Work Order Coordination

• Coordinate daily schedules for Auxiliary Services Specialists.
• Schedule pest control treatments and follow-up inspections.
• Coordinate recurring grounds maintenance schedules.
• Assist with route planning.
• Maintain service logs and scheduling calendars.
• Process invoices for payment.
• Verify invoices for accuracy.
• Prepare purchase requisitions.
• Track purchase orders.
• Monitor supply expenditures.
• Assist with budget tracking.
• Coordinate office and operational supply orders.

Regulatory Compliance Support

• Track employee certifications and continuing education requirements.
• Maintain OSHA training records.
• Maintain Safety Data Sheet (SDS) files.
• Prepare documentation for audits and regulatory inspections.
• Maintain compliance files required by federal, state, and local agencies.

Inventory & Equipment Coordination

• Maintain inventory records for chemicals, equipment, tools, uniforms, and personal protective equipment (PPE).
• Monitor inventory levels and notify management of replenishment needs.
• Coordinate equipment repairs and maintenance appointments.
• Maintain fleet documentation and preventive maintenance records.

Data Management & Reporting

• Enter and maintain operational data within agency software systems.
• Generate reports related to work orders, pest control activities, landscaping services, inventory, and productivity.
• Assist management with monthly operational reports.
• Maintain statistical information used for departmental performance metrics.
• Monitor completion of assigned work orders and prepare productivity reports.

Communication & Coordination

• Coordinate communication between the Auxiliary Services Division and other agency departments.
• Communicate with contractors regarding scheduled work.
• Coordinate resident notifications for pest treatments and grounds maintenance activities.
• Assist with community event planning as requested.
• Coordinate meetings, training sessions, and employee scheduling.

Records Management

Maintain accurate records including:

• Fleet records
• Training records
• Safety…