Part-time Administration Assistant - City Wide Facility Solutions

City Wide, the nation’s leading management company in the building maintenance industry, provides solutions to a wide range of issues clients face at their facilities. In this position, you will serve the City Wide Facility Solutions – Inland Empire, one of more than 100 markets covered across the United States and Canada.

We are looking for a responsible Administrative Assistant to perform various administrative and clerically tasks. Duties of Administrative Assistant include providing support to our managers and employees, assisting with daily office needs, managing our company’s general administrative, financial and human resource activities. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools like Microsoft application and office equipment. If you also have previous experience as a secretary, executive assistant, or administrative assistant and are familiar with our industry, we’d like to meet you. Ultimately, a successful Admin Assistant should ensure our office’s efficient and smooth day-to-day operation.

Responsibilities

• Answer and direct phone calls
• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute emails, correspondence memos, letters, and forms
• Assist in the preparation of regularly scheduled reports
• Maintain contact lists

• Account collections and customer service
• Vendor management including credit cards, insurance, facilities, and supply houses
• Assist with payroll management, benefits and processing
• Ensure accuracy of financial records – reconciling all balance sheet accounts monthly.
• Create reports and financial statements, explain to management variances.
• Comply with local, state, and federal government reporting requirements (ie sales tax)
• Provide clerical and administrative support to management as requested
• Undertake receptionist responsibilities, exemplifying the company brand in service and presentation
• Perform general office tasks to ensure smooth daily operations
• Assist with accounting tasks as needed reconciliation and assisting with financial reporting.
• Account receivables duties   

• Handling of all subcontractor insurance and paperwork

• Collecting/filing mail
• Monthly reconciling and filing of bank statements
• Organize office meetings/extracurricular office activities
• Other duties as assigned

Requirements

• Preferred Associates or Bachelor’s Degree
• 3+ years in a similar corporate environment

• Strong understanding and use of Microsoft Office Suite
• Strong attention to detail and follow up/follow through
• Maintain the highest degree of confidentiality and professional discretion.

Benefits

City Wide offers a competitive hourly wage $23.00 - $26.00 per hour. In addition, after 90 days we offer a comprehensive benefits package to include 401k (matching & profit sharing), paid $50K life policy, medical, dental, vision, and PTO.