City Wide Facility Solutions of Oklahoma is the nation's leading management company in the building maintenance industry. We are a management company that acts as a single point of contact for over 20 different interior and exterior facility maintenance services for our commercial clients. Our mission is to save time and solve problems for our clients so they can focus on their core business. We serve a wide range of industries by partnering with specialized independent contractors to deliver consistent, high-quality results. We are looking for an individual who is ready to be a key part of our dynamic team and help us continue our positive 'Ripple Effect' in the community.

The Role: Administrative Assistant

This vital role serves as the hub for administrative, accounting, and internal communications activities. Reporting directly to the Director of Administration, you will work closely with the General Manager and Owner to implement efficient procedures and manage a wide range of routine and project-based tasks. A high degree of attention to detail and exceptional follow-through are essential for success.

Key Responsibilities And Essential Functions

The Administrative Assistant will manage a diverse set of duties, including:

I. Administrative & Operational Support

Handle incoming calls, monitor office cameras, and greet visitors with professionalism
Process and manage internal office supply orders and certain customer orders
Maintain physical and electronic filing systems, including document scanning
Prepare monthly meeting packets for Independent Contractors (IC)
Order employee business cards and IC uniforms as needed
Update and maintain internal resources, including phone directories, organizational charts, and employee milestone dates
Assist with the printing of Independent Contractor invoices
Develop reports as requested from the Leadership Team.

II. Accounting Assistance

Work with the Accounting Department on collecting outstanding Account Receivables
Prepare daily bank deposits accurately and promptly

III. Marketing & Communications

Develop and distribute an internal employee newsletter and a monthly newsletter for Independent Contractors
Create engaging social media posts for LinkedIn, Facebook, and Instagram
Execute Emfluence campaigns to customers
Keep the company website current with pictures and employee profiles
Update office TV displays with relevant information for Sales, Operations, and Customers

IV. Employee & Event Management

Plan and coordinate quarterly charity events and team-building outings
Create slide shows and recognition materials for employee birthday and anniversary milestones

Requirements

High School Diploma is required; a college degree is preferred
Prior office administrative experience, accounting experience, or similar relevant experience is highly desired
Must be a self-starter with a strong attention to detail and follow-up skills
Excellent written and verbal communication skills
Proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Proficiency with using social media platforms for business purposes (LinkedIn, Facebook, Instagram)

Benefits

Compensation- Starting at $20 per hour, with potential for a higher rate based on experience
Schedule- Standard Monday through Friday work week
Health & Wellness- Comprehensive Health Care Plan (Medical, Dental & Vision)
Financial Security- Retirement Plan (401k) with company match
Time Off- Generous Paid Time Off (PTO) and Holiday Pay
Career Growth- Ongoing Training & Development opportunities

City Wide Facility Solutions

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Administrative Assistant