Administrative Assistant

Job Description

Job Description

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.

Job Summary: 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.

Duties/ Responsibilities:

Office Administration:

• 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).

Human Resources Support

• 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.

Safety & Compliance

• 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.

Sales, Accounting & Operational Support

• 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 records.
• Coordinate and maintain relationships with vendors and service providers.
• Assist with special projects, cross-functional initiatives, and other duties as assigned.

What We Offer:

• Competitive Compensation
• Insurance: Medical, Dental & Vision
• 401K Retirement Plan with Company Match
• Paid Time Off
• Tuition Reimbursement Opportunities
• Professional Development Opportunities
• Career Growth Opportunities
• Team-Oriented Work Environment

Core Competencies:

• Strong verbal and written communication skills.

• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with professionalism.

• Excellent organizational skills and attention to detail.

• Collaborative and self-motivated, with a proactive approach to problem-solving.

• Proficient with or the ability to quickly learn human resource information system (HRIS), and similar computer applications.

Qualifications:

• Associate degree required; Bachelor's degree preferred in Business Administration, or a related field.

• Minimum of 2-3 years of administrative support experience required.

• Experience supporting multiple departments required.

• Proficiency in Microsoft Office Suite and Google Workspace required.

• Experience with HRIS, CRM, Aspire, or similar business software preferred.

• Working knowledge of OSHA regulations and workplace safety practices; OSHA 10 and/or OSHA 30 certification preferred.

• Bilingual English/Spanish required.

• Must possess strong organizational skills and attention to detail.

• Must be able to maintain confidentiality and handle sensitive information.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer

• Ability to occasionally stand, walk, and move throughout the office

• Ability to lift up to 25 pounds as needed

• Ability to perform routine office duties, including filing, scanning, and organizing records

Work Environment: This position is fully on-site at our main office located in Hawthorn Woods, IL . The person in this role is expected to commute to the office daily and maintain a consistent in-person presence.

Schedule: The Administrative Assistant is expected to maintain regular office hours as established by management. Occasional schedule adjustments may be required to support company events, recruitment activities, or departmental needs.

This position provides direct support to snow operations and other seasonal needs. During snow season, work schedules may vary based on weather events and may require availability during early mornings, evenings, weekends, holidays, and extended hours as necessary.