Administrative Assistant

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.