Administrative Assistant (Bilingual)

Administrative Assistant

The Facilities Group of companies provide a comprehensive suite of janitorial and maintenance services to a variety of industries. Our principle of providing best in class service not only guides how we treat our clients but is also the foundation of our company culture. We understand the importance of culture for our employees and believe in creating an empowering professional environment with a sense of community and opportunity.

The Facilities Group National is seeking a highly organized and proactive Administrative Assistant to support daily site operations and workforce administration. In this role, you will play a critical part in recruiting, hiring, onboarding, payroll administration, compliance tracking, and employee support while helping ensure our site remains fully staffed, trained, and operational. You will serve as a trusted resource for employees, candidates, and site leadership by providing timely administrative support and maintaining accurate records. Our ideal candidate is bilingual (English/Spanish), enjoys balancing multiple priorities, solving problems, and contributing to the success of a fast-paced operation.

This role is based in Titusville, FL. It is a hybrid position, with on-site work in Cape Canaveral being required as business needs dictate.

Administrative Assistant Responsibilities:

• Support recruiting initiatives by screening candidates, coordinating interviews, scheduling orientation sessions, and assisting with workforce staffing needs.
• Assist with onboarding employees on their first day of work and ensure all required documentation is completed accurately.
• Assist new hires with the application and hiring process, including completing required employment documentation.
• Coordinate employee badging, credentialing, and site access processes, including customer-specific badging requirements and renewals.
• Conduct new hire orientation and provide employees with information regarding company policies, procedures, and site expectations.
• Assist employees with payroll-related inquiries.
• Provide employee safety training and assist with documenting training completion records.
• Track and maintain customer-specific training requirements to ensure compliance with client standards, contractual obligations, and operational requirements.
• Guide team members and new hires through any challenges related to ADP and other workforce management systems.
• Maintain personnel records and ensure employment files remain accurate and compliant.
• Support staffing efforts across multiple business accounts as needed.
• Track pass-through supplies and materials, maintain accurate inventory records, and assist with documentation required for proper customer billing and cost recovery.
• Generate reports, prepare correspondence, maintain spreadsheets, and assist with administrative projects as needed.
• Send emails and other forms of communication as needed.
• Help with office documents and recordkeeping as needed.
• Assist Site Manager(s) and operational leadership with special projects and other duties as assigned.

Administrative Assistant Requirements:

• 2+ years of administrative, recruiting, human resources, or office support experience. (Required)
• Proven experience aiding in the interviewing, onboarding, or new hire process. (Required)
• Bilingual (English/Spanish) highly preferred.
• Able to travel on-site at least 2 times per week as business needs dictate.
• Able to meet with candidates at convenient locations to assist with the hiring process as needed.
• Familiarity with workforce management systems such as ADP or similar HRIS platforms preferred.
• Proficiency with Microsoft Office products, including Outlook, Excel, Word, Teams, and related business applications.
• Ability to manage time effectively and prioritize multiple tasks in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Ability to work independently with minimal supervision and collaboratively as part of a team.
• Experience maintaining confidential employee information and employment records.
• Ability to track data, maintain spreadsheets, and generate reports using Microsoft Excel.
• Authorized to work in the United States. We Use E-Verify.

Administrative Assistant Benefits (Full Time Employees):

• Health
• Vision
• Dental
• Life
• 401k Matching
• Employee Assistance Program (EAP)

The Facilities Group National is committed to fostering, cultivating, and preserving a culture of diversity and inclusion. We provide equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Our commitment extends beyond preventing discrimination and harassment; it's about creating an environment where diverse backgrounds and perspectives are valued. We believe in the power of our people, the ideas they bring, and what we can accomplish together.

Consistent with the Americans with Disabilities Act (ADA), all state & federal requirements, it is the policy of The Facilities Group National to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause undue hardship. The Facilities Group National also provides reasonable accommodations as required under the Pregnant Workers Fairness Act (PWFA) for limitations related to pregnancy, childbirth, or related medical conditions. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Recruitment Team View phone number on click.appcast.io.

Monday - Friday 8:00AM - 4:30PM