Operations Assistant

Job Description

Job Description

Job Title: Operations Administrative Assistant

Industry: Facilities Services

Location: Mineola, NY

Assignment Type: Direct Hire

Pay: $52,000 – $55,000 annually + overtime eligibility

Work Schedule: Monday–Friday | 8:00 AM–5:00 PM | 40 hours/week | 100% Onsite

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About The Company:

Our client is a well-established facilities services organization that partners with commercial, healthcare, educational, and institutional clients to deliver building maintenance and operational support. They are known for providing high-quality service while fostering a collaborative and team-oriented work environment.

Job Description:

Our client is seeking an Operations Administrative Assistant to provide day-to-day administrative support to the operations leadership team. This individual will play a critical role in coordinating operational processes, maintaining employee records, supporting workforce scheduling, and serving as a liaison between multiple internal departments. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced environment.

Key Responsibilities:

• Support daily administrative operations for the leadership team.
• Monitor work order activity and prepare operational reports using internal systems.
• Process weekly employee timekeeping and maintain attendance, PTO, and leave records.
• Maintain employee documentation and assist with equipment tracking and inventory records.
• Respond professionally to client inquiries, phone calls, and email correspondence.
• Schedule meetings, coordinate calendars, and prepare meeting materials.
• Collaborate with Human Resources, Accounting, and other departments on operational initiatives.
• Assist with workforce scheduling and staffing coordination.
• Build and maintain positive relationships with clients, vendors, and internal stakeholders.
• Handle confidential information with professionalism while providing general administrative support.

Qualifications:

• Bilingual in English and Spanish is required.
• 2+ years of administrative or operations support experience.
• Experience interacting with clients and vendors.
• Strong Microsoft Office skills, particularly Excel.
• Excellent communication, organizational, and multitasking abilities.
• Self-motivated with strong attention to detail.
• High School Diploma or GED required; Bachelor's degree preferred.
• Union experience is a plus.

Additional Details:

• Reports to the Operations leadership team.
• Interview process includes one virtual interview followed by an onsite panel interview.
• Immediate hiring need with a target start date in July.
• Opportunity to work closely with leadership and support a large operational workforce.

Perks:

• Stable, growing organization with long-term career potential.
• Exposure to cross-functional departments including HR, Finance, and Operations.
• Opportunity to work directly with leadership on daily business operations.
• Collaborative team environment with meaningful responsibility from day one.
• Overtime eligibility.

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.

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