Administrative Assistant

Description

Title:

Administrative Assistant

Reports to:

HR Generalist Job Type: Hourly, Full-Time, Non-Exempt Hourly Rate: $23.00 - $26.00 (Based on Experience)

Location:

Hawthorn Woods, IL (On-Site)

Apex Landscaping
, founded in 1991, has grown from a single summer route into one of Chicagoland’s leading full-service landscaping companies, serving areas from Kenosha, WI to Bolingbrook, IL and west to Elgin. Headquartered in Hawthorn Woods, Apex operates over 200 team members and 40 crews daily in the summer, while also providing full-service snow and ice management in winter. With decades of steady expansion, Apex offers residential, commercial, and multi-family clients comprehensive landscaping, construction, and year-round maintenance services, backed by the resources and stability of a company built for continual growth.

The Administrative Assistant provides administrative support to Human Resources while serving as a key resource for office operations and multiple departments throughout the organization. This position is responsible for front-office reception duties, employee support, recordkeeping, clerical functions, and administrative assistance for HR, Sales, Accounting, and Operations. The ideal candidate is highly organized, customer-focused, capable of handling confidential information, and thrives in a fast-paced environment where priorities may shift frequently.

• Answer, screen, and direct incoming phone calls professionally and efficiently.
• Welcome and assist visitors, customers, vendors, applicants, and employees.
• Respond to customer inquiries and route concerns to the appropriate department.
• Coordinate incoming and outgoing mail, shipping, and general office communications.
• Maintain, organize, and secure electronic and physical company records.
• Schedule meetings, appointments, and company-sponsored events.
• Coordinate office housekeeping, supply inventory, purchasing, and vendor services.
• Develop, maintain, and document office procedures and Standard Operating Procedures (SOPs).

• Manage employee uniform inventory, ordering, distribution, collection, and recordkeeping.
• Serve as the primary liaison with the third-party uniform provider to coordinate service requests, employee uniform needs, account updates, and issue resolution.
• Support employee engagement initiatives, company events, and internal communications.
• Assist with incident, accident, and damage report intake in coordination with HR.
• Provide support to applicants and employees with employment paperwork, including I-9 and W-4 completion, document scanning, record maintenance, and compliance tracking.
• Coordinate and prepare materials, forms, and communication packages for company-wide training sessions, benefits open enrollment, and employee programs.

• Support company compliance with OSHA and other applicable safety regulations.
• Maintain Safety Data Sheets (SDS), safety records, and compliance documentation.
• Assist with workplace safety inspections, risk assessments, and corrective action tracking.
• Coordinate PPE distribution, collection, inventory, and recordkeeping.
• Support the development and maintenance of emergency response and workplace safety programs.
• Coordinate safety training initiatives, including First Aid and CPR certification programs for supervisors and management.
• Promote continuous improvement of workplace safety culture through education and best practices.

• Provide administrative support to Sales, Accounting, Operations, and Management teams.
• Maintain customer and prospect information within CRM systems.
• Assist Sales with JULIE requests, property takeoffs, and related administrative tasks.
• Support Accounts Payable and Accounts Receivable through document management and recordkeeping.
• Assist with seasonal operations, including snow-related documentation, tracking, reporting, and timesheet administration.
• Prepare, maintain and audit snow books, to ensure accuracy, compliance, and timely reporting.
• Manage and maintain the Fuel Cloud Tracking System, ensuring accurate fuel inventory, usage, and transaction…