Administrative Assistant

Job Description

Job Description

Position Title: Administrative Assistant 

Dept./Division: Property Operations – Auxiliary Services Division

Reports To: Auxiliary Services Manager 

Employment Status: Full-time

FLSA Status: Exempt 

Regular Work Hours: 8 hours (M – F)

Probationary Period: 120 Days 

Pay: Commensurate with Experience

Position Summary

The Administrative Assistant serves as the primary administrative and customer service support professional for the Auxiliary Services Division. This position coordinates office operations, schedules field activities, maintains regulatory records, processes invoices, supports purchasing activities, tracks work orders, and provides exceptional customer service to residents, vendors, contractors, and internal departments.

The Administrative Assistant serves as the communication hub for the division by coordinating daily schedules, maintaining accurate operational records, processing documentation, responding to resident inquiries, supporting compliance efforts, and ensuring the efficient flow of information between field staff, management, and agency departments.

This position requires exceptional organizational skills, attention to detail, professionalism, confidentiality, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

Administrative Support

• Provide administrative support to the Auxiliary Services Manager and Auxiliary Services Lead. 
• Prepare correspondence, reports, memoranda, spreadsheets, and presentations. 
• Maintain electronic and hard-copy filing systems. 
• Maintain division calendars and schedules. 
• Prepare meeting agendas and record meeting minutes. 
• Maintain confidential personnel and operational records. 
• Coordinate office workflow and administrative processes. 

Customer Service

• Serve as the first point of contact for residents, staff, vendors, and contractors regarding Auxiliary Services operations. 
• Answer incoming telephone calls and respond to emails. 
• Receive and document pest control requests. 
• Receive and document grounds maintenance concerns. 
• Respond to resident complaints and service inquiries. 
• Route service requests to appropriate field staff. 
• Communicate appointment schedules with residents. 
• Provide courteous and professional customer service at all times. 

Scheduling & Work Order Coordination

• Coordinate daily schedules for Auxiliary Services Specialists. 
• Schedule pest control treatments and follow-up inspections. 
• Coordinate recurring grounds maintenance schedules. 
• Assist with route planning. 
• Monitor work order completion. 
• Update work order management systems. 
• Coordinate emergency service requests. 
• Maintain service logs and scheduling calendars. 

Financial & Purchasing Support

• Process invoices for payment. 
• Verify invoices for accuracy. 
• Prepare purchase requisitions. 
• Track purchase orders. 
• Maintain vendor files. 
• Reconcile division purchasing records. 
• Monitor supply expenditures. 
• Assist with budget tracking. 
• Coordinate office and operational supply orders. 

Regulatory Compliance Support

• Maintain pesticide application records. 
• Maintain Integrated Pest Management documentation. 
• Maintain Ohio pesticide licensing records. 
• Track employee certifications and continuing education requirements. 
• Maintain OSHA training records. 
• Maintain Safety Data Sheet (SDS) files. 
• Prepare documentation for audits and regulatory inspections. 
• Maintain compliance files required by federal, state, and local agencies. 

Inventory & Equipment Coordination

• Maintain inventory records for chemicals, equipment, tools, uniforms, and personal protective equipment (PPE). 
• Monitor inventory levels and notify management of replenishment needs. 
• Track equipment assignments. 
• Coordinate equipment repairs and maintenance appointments. 
• Maintain fleet documentation and preventive maintenance records. 

Data Management & Reporting

• Enter and maintain operational data within agency software systems. 
• Generate reports related to work orders, pest control activities, landscaping services, inventory, and productivity. 
• Assist management with monthly operational reports. 
• Maintain statistical information used for departmental performance metrics. 
• Monitor completion of assigned work orders and prepare productivity reports. 

Communication & Coordination

• Coordinate communication between the Auxiliary Services Division and other agency departments. 
• Communicate with contractors regarding scheduled work. 
• Coordinate resident notifications for pest treatments and grounds maintenance activities. 
• Assist with community event planning as requested. 
• Coordinate meetings, training sessions, and employee scheduling. 

Records Management

Maintain accurate records including:

• Pest treatment logs 
• Grounds maintenance schedules 
• Vendor contracts 
• Equipment inventory 
• Fleet records 
• Training records 
• Safety documentation 
• Employee certifications 
• Purchase orders 
• Invoices 
• Work order history 
• Monthly reports 

Minimum Qualifications

• High school diploma or GED required. 
• Associate degree in Business Administration, Office Administration, Public Administration, or a related field preferred. 
• Minimum of two (2) years of progressively responsible administrative support experience. 
• Experience using Microsoft Office Suite, including Word, Excel, Outlook, and Teams. 
• Strong data entry and recordkeeping skills. 
• Valid Ohio driver's license preferred. 

Preferred Qualifications

• Experience in public housing, property management, facilities management, or local government. 
• Experience with work order management software. 
• Experience processing invoices and purchase orders. 
• Knowledge of inventory management. 
• Experience supporting field operations. 
• Experience maintaining regulatory or compliance documentation. 

Knowledge, Skills, and Abilities

• Knowledge of modern office practices and procedures. 
• Strong organizational and time management skills. 
• Excellent written and verbal communication skills. 
• Exceptional customer service skills. 
• Ability to manage multiple priorities simultaneously. 
• Ability to maintain confidentiality. 
• Strong attention to detail. 
• Ability to prepare reports and correspondence. 
• Proficiency with Microsoft Office applications. 
• Ability to establish and maintain effective working relationships. 
• Ability to work independently with minimal supervision. 
• Ability to solve problems and exercise sound judgment. 

Physical Demands

The employee must regularly:

• Sit for extended periods. 
• Stand and walk throughout office facilities. 
• Occasionally lift and carry up to 25 pounds. 
• Operate computers and other office equipment. 
• Occasionally travel to agency properties for meetings or operational support. 

Work Environment

Work is primarily performed in an office environment with occasional visits to residential communities and agency properties. The position requires frequent interaction with residents, employees, contractors, and vendors.

Equipment Used

• Personal computer 
• Multi-line telephone system 
• Copier and scanner 
• Printer 
• Microsoft Office Suite 
• Agency work order software 
• Fleet management software 
• Inventory management software 
• Calculator 
• Mobile devices 

Performance Standards

Performance will be evaluated based on:

• Customer service 
• Accuracy of records 
• Timeliness of work 
• Scheduling efficiency 
• Invoice processing accuracy 
• Regulatory compliance documentation 
• Communication effectiveness 
• Organizational skills 
• Attendance and dependability 
• Teamwork 
• Professionalism 
• Initiative 
• Confidentiality 
• Support of departmental operations 

Commitment to OneCanopi Values

Every employee is expected to conduct themselves in a manner that reflects OneCanopi's mission, vision, and core values. Employees are expected to demonstrate integrity, accountability, professionalism, respect, innovation, teamwork, and exceptional customer service in every interaction with residents, coworkers, community partners, contractors, and the public.

Employees are expected to contribute to a culture of collaboration, continuous improvement, operational excellence, and resident-centered service while supporting the mission of creating safe, healthy, thriving, and welcoming communities.

Equal Employment Opportunity

OneCanopi is an Equal Opportunity Employer committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other characteristic protected by applicable federal, state, or local law.