Operations Administrative Assistant

Job Title: Bilingual Operations Administrative Assistant

Location: Mineola, NY

Industry: Facilities Management

Schedule: M-F 8:30am-5:30pm

Salary: $52,0000/year

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

About Our Client

Addison Group is partnering with our client, a leading facility management firm that has supported properties throughout the New York Tri-State area for over 30 years. With a dedicated team of over 3,000 employees, they are highly regarded for providing superior quality service, transparency, and dependability tailored to individual client needs. This is a unique opportunity to join an established organization focused on constant innovation, operational excellence, and the personal growth and development of its team members.

Job Description

The Operations Administrative Assistant will play a key role in supporting the Director of Operations and the wider Operations Management Team. This individual will prioritize and anticipate needs within a fast-paced facilities and environmental service operation, ensuring seamless day-to-day coordination and prompt resolution of client and operational requests.

Key Responsibilities

• Operational Coordination: Work directly with the Operations Director on the daily activities and logistics of a major medical campus and related facilities.
• Work Order Management: Monitor the proprietary Facilities Management System for work order activity, generate status reports, and assist with the prompt processing and closing of work orders.
• Timekeeping & Payroll Administration: Process electronic timekeeping weekly and administer employee entitlements, including vacation, sick time, and PTO.
• Data & Inventory Tracking: Maintain and analyze databases, track employee documentation, and manage equipment inventory and maintenance records.
• Communication & Correspondence: Manage incoming calls, mail, and emails, ensuring timely and professional responses to all levels of management and client inquiries.
• Meeting & Schedule Management: Coordinate, schedule, and facilitate meetings, managing agendas, room reservations, and invitations.
• Cross-Functional Liaison: Serve as a key point of contact and collaborate across departments, including Human Resources, Accounting, and Analytics.
• Labor Coordination: Assist supervisors and the HR staffing team with the coordination of replacement labor.
• Client Relations: Promote and foster positive, professional relationships with clients and external organization representatives.
• Administrative Support: Handle confidential, non-routine information and provide general clerical support under tight deadlines.

Qualifications

Experience:

• Minimum of 2 years of professional administrative experience required.
• Bilingual in Spanish required
• Experience working within a facilities management, environmental services, or property operations environment preferred.
• Experience working in a union environment is a plus.

Technical Skills:

• Advanced technical skills, including strong knowledge of the Microsoft Office Suite (Word, Outlook) required.
• Proficiency in Microsoft Excel for reporting, data management, and daily tracking required.
• Familiarity or comfort level leveraging online Facilities Maintenance Management Systems (CMMS) is highly desired.

Soft Skills:

• Strong analytical mindset with the ability to interpret data, prioritize tasks, and elevate concerns appropriately.
• Solid project management skillset with the ability to lead the planning and execution of complex, cross-departmental coordination.
• Exceptional relationship-building skills, with a polished and professional demeanor when interacting with clients, staff, and leadership.
• High degree of organization, strict attention to detail, and a high standard for accuracy.
• Self-starter capable of working with a high degree of urgency and discretion under pressure.

Education:

• High School Diploma required.
• College degree highly desired or equivalent professional work experience.

Perks

• Opportunity to work with a deeply established industry leader committed to innovation and corporate responsibility.
• Growth-oriented environment that prioritizes personal development and professional advancement.
• Collaborative and supportive operations team culture.
• Competitive compensation and benefits package through Addison Group.

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.