Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support daily facilities and office operations in Phoenix, Arizona. This contract position has the potential to become permanent and is ideal for someone who is highly organized, detail-oriented, and comfortable managing documentation, scheduling, and vendor-related coordination. The role also provides broader administrative support by assisting with front desk coverage and handling a variety of operational tasks as needed.

Responsibilities:
• Manage invoice-related administrative tasks by printing documents, preparing them for approval, scanning completed records, and submitting check request paperwork.
• Coordinate vendor appointments by maintaining the facilities calendar, confirming technician availability, and distributing meeting invitations to appropriate branch and field contacts.
• Support vendor onboarding activities by tracking follow-up communication, maintaining accurate vendor records, and forwarding required documentation to Accounts Payable.
• Monitor expiring certificates of insurance, communicate with vendors to obtain updated documents, and keep vendor files current for internal stakeholders.
• Upload and organize documents, photos, and related records within SharePoint to maintain accessible and accurate files.
• Provide administrative assistance for smaller facilities or office projects assigned by leadership.
• Serve as backup coverage for the front desk by greeting visitors, managing door access, receiving checks, and sorting incoming mail.
• Perform general office support duties including data entry, record maintenance, and coordination of routine administrative activities.• Prior experience in an administrative assistant, office support, or receptionist role.
• Ability to manage data entry and documentation tasks with strong accuracy and attention to detail.
• Experience handling inbound calls and interacting effectively with vendors, employees, and visitors.
• Strong organizational skills with the ability to track multiple communications, schedules, and records at the same time.
• Comfortable using office software and shared document platforms such as Microsoft Office and SharePoint.
• Ability to work independently while also supporting a broader team and responding to changing priorities.
• Strong communication skills, both written and verbal, for coordinating appointments and maintaining vendor correspondence.