Administrative Assistant

Administrative Assistant General Info

Job Type: Full-Time

Location: Four Seasons Environmental, Inc.

- DSCC, Columbus, Ohio

Min. Yrs.

Experience:

Experience preferred

Pay: $32.82/hr. plus a $6.00 an hour fringe benefit

Hours: Monday to Friday: 7:00 am to 4:00 pm

Benefits

• Medical Insurance
• Dental Insurance
• Life Insurance
• Retirement Benefit
• Disability Insurance
• Holidays and Vacation

Job Description

The Administrative Assistant is responsible for overseeing the day-to-day administrative operations of the office. This role ensures efficient workflow by implementing and updating office procedures, resolving operational issues, and supporting internal and external stakeholders. In addition to general secretarial duties, the Administrative Assistant provides direct administrative support to the Operations Manager, including office management, reporting, payroll coordination, and project assistance.

Responsibilities

The key duties of the admin will be accounts payable (coding and submitting suppliers and vendors invoices via PO program and per standard practices), accounts receivable (invoicing our client, tracking client approvals and payments), human resource duties (payroll compliance and submission, attendance issues, employee handbook compliance, leave tracking, interacting with corporate HR), and administrative support (assisting Troy with general administrative task, meeting notes and capturing actions items, etc.).

Office

Administration & Operations

• Oversee daily office operations and recommend, implement, or revise procedures to improve efficiency and eliminate duplication or conflicts
• Identify and resolve administrative issues that affect workflow and communication
• Issue emails and hard-copy correspondence as required
• Organize company functions and manage scheduling and appointments
• Track service calls and work orders

Human Resources & Payroll Support

• Process and submit new employee onboarding packages to the home office
• File and track short-term disability, FMLA, and workers' compensation claims
• Maintain personnel records in compliance with company policies
• Compile and submit weekly payroll data to the main office

Reporting & Data Management

• Publish daily and monthly reports as required
• Enter daily and weekly maintenance activities into the computerized maintenance management system (CMMS)
• Send invoices and required documentation to the main office on a weekly basis

Financial & Vendor Support

• Prepare and submit invoices to clients
• Assemble cost estimates for projects
• Work directly with vendors to establish accounts and resolve billing or service issues, follow up on any missing information, signatures or approvals.

Project & Administrative Support

• Conduct research and prepare briefing charts, reports, and presentation materials
• Work independently on assigned administrative projects
• Document meeting notes, action items and decisions with Project Manager
• Perform other duties as assigned

Requirements Education & Experience

• High school diploma or equivalent required; associate degree in business administration or a related field preferred
• Minimum of 2-3 years of administrative or office management experience, preferably in an operations, facilities, construction, or service-based environment
• Experience supporting management staff and handling multiple priorities independently

Technical & Computer Skills

• Proficient in Microsoft Office Suite (Word, Excel, Outlook); strong Excel skills preferred
• Experience using computerized maintenance management systems (CMMS) or similar databases preferred
• Familiarity with payroll, invoicing, budgeting, and personnel record systems
• Ability to learn and adapt to new software and office systems quickly

Administrative & Organizational Skills

• Strong organizational and time-management skills with the ability to prioritize competing deadlines
• High level of accuracy and attention to detail in data entry, reporting, and documentation
• Ability to track, maintain, and reconcile records across multiple systems

Communication & Interpersonal Skills

• Excellent written and verbal communication skills
• Professional demeanor when interacting with employees, clients, vendors, and external agencies
• Ability to draft clear correspondence, reports, and presentation materials

Analytical & Problem-Solving Skills

• Ability to identify administrative inefficiencies and recommend process improvements
• Capable of conducting research and preparing summaries, charts, and briefing materials
• Sound judgment and decision-making skills within defined authority levels

Confidentiality & Compliance

• Demonstrated ability to handle sensitive employee, payroll, and medical information with discretion
• Working knowledge of basic HR processes, including FMLA, short-term disability, and workers' compensation preferred
• Commitment to compliance with company policies and applicable regulations

Work Style & Professional Traits

• Self-motivated with the ability to work independently and as part of a team
• Reliable, adaptable, and able to manage changing priorities
• Strong follow-through and…