Job Description:

The Office Assistant will provide administrative support to the Director & Assistant Director of Environmental Services and department supervisors and will ensure smooth operations of the department headquarters. This includes answering phone calls, assisting with employee time and attendance, and completing required documentation and incident reports.

• Work collaboratively with department management, supervisors and property managers to ensure buildings are run smoothly and efficiently
• Answer and direct phone calls.
• Receive and record all employee absences and paid time off on a daily basis.
• Order office supplies
• Assist in coordinating paperwork for all building/apartment inspections for the following entities: DCA, HUD, Tax Credit, NSPIRE, Code Enforcement Etc.
• Ensure the all inspection and certifications related to building operations are current by scheduling appointment with vendors, completing documentation and following up with vendors.
• Report all workers compensation injuries and vehicle incidents and complete required documentation
• Distribute gas cards for fleet and equipment. Maintain log and receipts for all usage.
• Ensure vehicles are clean and that all inspection tags, registration and insurance are current
• Maintain log for keys for all vehicles and buildings.

Experience and Skills:

• High school diploma or equivalent;
• Associate’s degree or certification in office administration preferred.
• Three to five years of administrative /clerical experience in a fast-paced professional environment; preferably in the field of maintenance, facilities, or construction
• Experience working in non-profit environment, preferred
• Excellent verbal and written communication
• Ability to communicate effectively with staff, vendors, and clients
• Proficiency with office software (e.g., MS Office Suite, Google Workspace)
• Familiarity with office management systems and procedures
• Fluency (spoken and written) in Spanish, preferred