Ops Administrative Assistant - Mavagi

Since 2001 Mavagi Enterprises, Inc. has been providing cleaning and ground maintenance services. Our company aims to provide opportunities to persons with disabilities in order to assist them overcome barriers that limit their potential. We know that our success in building relationships with our clients has been made possible through the talent and dedication of our employees. Our commitment is to serve our employees well so they in turn can serve our clients well. We provide competitive wages, embrace diversity, promote inclusion, and encourage personal and professional development. We are united by a culture that celebrates hiring persons with disabilities and treating them with respect and dignity.

Individuals with disabilities will receive hiring preference. If you are a person with a disability, you are highly encouraged to apply.

The Administrative Assistant will report to the Director of Operations and support five Area Managers. An ideal candidate will have experience managing multiple calendars, scheduling travel, supply management and inventory, preparing reports, and essentially ensure direct administrative support to the operations team.

Job Duties:

• Organizing and maintaining files and records for operations.
• Assist with preparing and editing operations correspondence, reports, and presentations
• Manage employee recognition.
• Administrator for organization social media.
• Designs, edits and distributes monthly newsletter.
• Assists with planning and scheduling meetings and appointments.
• Maintains office supply inventory by checking stock to determine inventory level; anticipating needed office supplies.
• Manage uniforms vendors, orders, inventory and site distribution/costing reports.
• Assist with monthly site supply orders and inventories. Research products and vendors. Verifying receipt of supplies and follow up on back orders.
• Book travel and other arrangements as requested, track expenditures by sites.
• Assists with designing, organizing and maintaining specialized and custom forms, records, reports, files and logs to support technical work processes for the operations department.
• Assists in maintaining spreadsheets requiring data interpretation and manipulation.
• Copies, compiles and distributes contracts, SDS books, reports, documents and other materials.
• Special project/event coordination.
• Receptionist duties as assigned.
• All other duties assigned.

Required Knowledge, Skills, and Abilities:

Skills: Reporting Skills, Administrative Writing Skills, Microsoft Office Skills w/strong excel skills, Managing Processes, Organization, Analyzing Information , Professionalism, Problem Solving, Supply Management, Inventory Control, Verbal Communication

Knowledge of: Office administrative practices and procedures; principles and practices of sound business communication; correct English usage, including spelling, grammar, and punctuation; organization, policies, and procedures applicable to departmental operations; terminology, technical work processes and local, state and federal requirements applicable to areas of assigned responsibility; advanced uses of word processing, spreadsheet, database and other standard software to create complex documents and materials requiring the interpretation and manipulation of data; individual contract policies and labor contract provisions and timekeeping requirements; budgeting, record keeping, filing and purchasing practices and procedures.

Ability to: Operate a computer using word processing and spreadsheet software; type accurately at a speed necessary to meet the requirements of the position; organize, set priorities, take initiative and exercise sound independent judgment within areas of responsibility; interpret, apply, explain and reach sound decisions following regulations, policies, and procedures; organize and maintain office and technical, specialized files; compose correspondence from brief instructions; communicate clearly and effectively orally and in writing; understand and follow written and oral instructions both with staff and customers; prepare clear, accurate and concise records and reports; use tact and discretion in dealing with sensitive situations and concerned people and customers; establish and maintain effective working relationships with managers, staff and others encountered in the course of work. Possess strong organizational skills.

Work Environment: Primarily in an office setting. Will be required to travel when requested and to run local errands as needed.

Experience and Education Qualifications:

High School Diploma and minimum three years of increasingly responsible office administrative, specialized administrative support or secretarial experience; or an equivalent combination of training and experience. Experience in a government setting is highly desirable.