Administrative Assistant

Job Description

Job Description

A Day in the life of an Administrative AssistantStep into the role of Administrative Assistant at First Onsite and become the heartbeat of our office operations. You'll keep teams organized, informed, and supported while creating a professional, welcoming environment for employees and clients alike. From managing calendars and coordinating meetings to greeting visitors and handling incoming calls, your work ensures each day runs smoothly and efficiently.Your impact goes beyond daily tasks-you'll assist with onboarding, travel arrangements, job file management, invoicing, and maintaining digital records in systems like Salesforce, iCertis, and BOLT. Whether coordinating facilities maintenance, preparing documents for collections, or acting as a notary, your attention to detail and resourcefulness help the entire organization operate at its best. If you thrive in a fast-paced, multi-tasking environment and enjoy being the go-to support for your team, this role is for you.Responsibilities:Manage front desk operations, including answering phones and handling new lead intakeCreate lead sheets, job files, and organize folders in Microsoft TeamsAssist with invoicing, T&M billing, and ordering office suppliesCoordinate FedEx/UPS pickups and deliveriesSupport onboarding of new subcontractorsInterface with clients and internal teams while providing administrative support to GM, BD, PD, and PM rolesExperience & Education:2+ years of customer service experienceAbility to answer multi-line phone callsHigh school diploma or GEDFirst Onsite provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type 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. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.First Onsite (and its Companies) participates in E-Verify. We will provide the U.S. Social Security Administration (SSA) and, if necessary, the U.S. Department of Homeland Security (DHS) with information from each new employer's Form I-9 to confirm work authorization.This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.Third party resume submissions are not accepted. Any resume submitted will be considered the property of THE COMPANY, and THE COMPANY will not be held liable to pay a placement fee.

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