Rock Solid Janitorial, Inc.
  • Hampton, VA, USA
  • 18.00
  • Hourly
  • Full Time

health, dental, sick and vacation and holiday pay



Job Title: Administrative Assistant
Reports To: Angela Blue
Work Schedule: 8am to 5pm, Monday-Friday


Position Summary:


The Administrative Assistant is an integral team member of the ROCK SOLID JANITORIAL
INC team. This person is the "hub" of our organization who performs complex and confidential
secretarial related functions to ensure assigned department/office operations flow smoothly. The
Administrative Assistant types correspondence, memos, reports, and participates in a variety of
administrative functions such as assisting HR, budgeting, payroll, developing complex
spreadsheet tracking reports, and other parts of the operation. He/she provides guidance,
direction and information to employees and supervisors on specific situations that may arise
pertaining to administrative issues. The Administrative Assistant must be customer service
driven, have a friendly, hospitable demeanor and must have excellent phone etiquette in all
situations.
Responsibilities:
A. Administrative
Answering telephones and forwarding messages to appropriate personnel.
Maintaining and updating current and terminated employee files.
Maintaining and updating payroll folders.
Accepting and assisting potential employees with the application process.
Compiling information needed for Employment Verifications and returning to the
requestor via FAX/Email/Postal.
Providing good customer service to walk in visitors and personnel.
Maintaining the Key Control Log, Master Key Box and controlling distribution of keys.
Sending, receiving and distributing mail and packages.
Receiving contract bid requests and documenting all pertinent information.
Creating and preparing requested reports for analysis by the President, Vice President,
Executive Director and supervisors.
Recording and distributing Staff Meeting Minutes to appropriate personnel.
Coordinating and compiling information for the company newsletter for quarterly
distribution.
Preparing supply orders.
Compiling information and preparing correspondence for personnel essential to contract
fulfillment such as holiday schedules, unforeseen emergencies, etc
B. Timekeeping
Inputting new employees into the timekeeping system and assigning employee PIN
numbers.
Updating employee and job information in the timekeeping system as necessary.
Reviewing daily reports for budget overages, missed serviced or other abnormalities;
forwarding information and daily reports to appropriate personnel. Reviewing potential employee overtime and forwarding overtime reports to appropriate
personnel.
Ensuring employees are clocked in and out appropriately; making appropriate
adjustments, as necessary, with directive from supervisors.
C. Contracts
Creating new contract documentation and materials (ie. Startup form, customer
satisfaction log, janitorial logbook, scope of work log).
Inputting new contracts into the timekeeping system and assigning a job pin number.
Ensuring budgets are set with the accurate number of employees.
Setting up and maintaining no show alerts in the timekeeping system for all contracts;
adjusting as necessary.
Inputting new contract information and periodic schedules into the Cleantelligent system.
Conducting monthly customer satisfaction calls and surveys.
Receiving customer concerns, complaints or compliments and forwarding them to the
appropriate supervisors.
Conducting follow up calls with the customer for complaints for satisfaction of
resolution.
Compiling, reviewing, coding and emailing monthly reports for billing purposes.
Receiving potential work order requests from potential customers.
Following up with customers regarding completed additional work satisfaction and
updating the service satisfaction tracker.
Preparing monthly reports for items of interest.
Qualifications
High School Diploma or GED supplemented with courses related to technical education.
Must have at least two successful years experience with handling administrative
responsibilities.
Must be proficient with computer operations and office equipment.
Must have knowledge of business machine operations to include software such as
Microsoft office (word, excel, spreadsheets, power point, adobe, etc) and operating
systems such as windows, etc.
Must be able to identify potential technical issues and provide information for a
resolution.
Must possess excellent business writing, editing and proofreading skills.
Must be able to research requested material and provide informative and detailed reports
on researched items.
Must be able to understand departmental operations and procedures.
Must have excellent communication skills both written and oral.
Expectations:
Must have good communication, interpersonal and technical skills.
Must provide good customer service.
Must be proficient and professional.
Must be well organized.
Must be able to prioritize. Must have multitasking skills.
Must have critical thinking and problem solving skills.
Must have good time management skills.
Must have good collaboration and team working skills.
Must have a strong work ethic.
Must be considerate and courteous.
Must be reliable.
Must be productive.
Must be proactive.
Must have discretion.
Must ensure the office common areas are neat, clean and well maintained.
The employee is expected to adhere to all ROCK SOLID JANITORIAL INC policies and act
as a role model in the adherence to ROCK SOLID JANITORIAL INC policies.

Rock Solid Janitorial, Inc.
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