Administrative Assistant

For over forty years, Maintenance, Inc. & Subsidiaries has developed and refined our procedures to provide the finest in personalized, professional cleaning while serving as stewards for your janitorial dollars. Job Skills / Requirements Overview We are seeking a proactive and detail-oriented Administrative Assistant to join our dynamic team. This vital role offers an exciting opportunity to support daily office operations, enhance organizational efficiency, and provide exceptional customer service. The ideal candidate will thrive in a fast-paced environment, demonstrating strong organizational skills, technical proficiency, and excellent communication abilities. This paid position is perfect for someone eager to develop their office management expertise while contributing to a collaborative and energetic workplace. Responsibilities Answer incoming phone calls and emails and direct inquiries to the appropriate team member. Greet visitors and provide a professional and welcoming first point of contact. Assist with scheduling appointments, meetings, and conference calls. Maintain organized physical and electronic filing systems. Perform accurate data entry and maintain company records. Prepare, proofread, and organize letters, reports, spreadsheets, and other documents. Sort and distribute incoming mail and manage outgoing correspondence. Check the company mailbox Monday-Friday and immediately log incoming checks. Assist with basic bookkeeping tasks, including expense tracking and supply invoice processing. Enter weekly expenses into the company's OneDrive system. Assist with monthly expense and purchasing reports. Monitor office supplies and maintain appropriate inventory levels. Order customer and office supplies, track deliveries, and communicate with vendors and operation managers. Research suppliers and assist with obtaining competitive pricing. Maintain accurate purchasing and vendor records. Assist with monthly supply billing and reconciliation. Organize and maintain the filing room and ensure filing is completed on a weekly basis. Organize and maintain the supply room, pantry closet, and warehouse. Assist with inventory counts and periodic warehouse organization. Maintain and update supply budget information. Prepare and update monthly online purchasing reports. Assist with meeting preparation, including organizing materials and taking notes when needed. Provide administrative support to management and other departments as needed. Learn and assist with Accounts Payable support, vendor payments, reconciliations, and end-of-month processes. Qualifications Must have previous administrative or office experience Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook) Strong computer literacy with excellent typing speed and data entry skills Ability to learn new software and processes quickly Exceptional organizational skills with the ability to multitask effectively in a busy environment Bilingual in Spanish is highly desirable Excellent communication skills, both verbal and written, with a focus on professional phone etiquette Prior experience in customer service or front desk roles preferred Demonstrated ability to manage time efficiently and prioritize tasks effectively Strong problem‑solving skills and a willingness to take initiative. Ability to work independently while also being a team player. Start Date: We are looking for someone who can start as soon as possible. We are an equal opportunity employer and consider qualified applicants without regard to legally protected characteristics. Join us to be part of a vibrant team where your organizational talents will make a meaningful impact. We value dedicated professionals who are eager to grow their administrative expertise while supporting our mission to deliver outstanding service. This is an exciting opportunity for anyone passionate about office management and client communication! Additional Information / Benefits Medical Insurance Life Insurance Dental Insurance Vision Insurance Paid Vacation Paid Sick Days Paid Holidays Long Term Disability #J-18808-Ljbffr Maintenance of Dallas, Inc.