Administrative Assistant - Guardian Service Industries Inc - New York, NY

The Role:
This Administrative Assistant will be the assistant to Guardian Service Industries Inc’s Vice President of Window and Lighting Maintenance. In this critical role, the assistant will work directly with this VP to manage his daily responsibilities. There will be significant interaction with other senior leaders at Guardian Service Industries Inc. as well as external clients.

Responsibilities:
Assisting VP of Window and Lighting Maintenance with all clerical and administrative tasks necessary for day-to-day operations (answering phones, preparing correspondence, filing, faxing, photocopying etc., setting up conference calls, maintaining updated contact information, sorting and distributing mail, etc).

Helping to produce presentation materials, proposals, and spreadsheets using PowerPoint and other related software.

Supporting VP with product inventory for buildings.

Managing a calendar, including scheduling meetings, both internally and externally leveraging Outlook.

Communicating with site supervisors and operations team on a daily basis.

Compiling and processing specific paperwork which is integral to the success of the day to day operations.

Enter in work tickets and complete work orders.

Creating and closing out work orders with our online system.

Assisting with billing.

Work with Enterprise Repair tracking.

Distribute and track EZ passes, gas cards, and muni meter cards.

Professionally fielding phone calls, addressing issues or redirecting as appropriate.

Open to potentially working outside of “normal business hours†and handling extenuating circumstances when the need arises (i.e. in a snow storm).

Maintaining confidential information to the highest standard.

Handling special projects as assigned.

Desired Skills and Experience:
Proficient with Microsoft Windows, Word, Excel, PowerPoint and Outlook.

Strong communication skills (oral and written).

Ability to prioritize work load, extremely organized and detail oriented.

Intuitive thinking, multitasking, and problem solving skills.

Professionalism and flexibility to assist and accommodate accordingly.

Enthusiasm and positive, can-do attitude. High sense of business urgency.

Interpersonal skills, along with the ability to work cross boundaries with other departments.

Ability to work independently.

Some administrative experience.

Organization is a must.

Spanish/Albanian proficiency a plus.

College graduate preferred.

The requirements and duties described above may be modified or waived by the Company in its sole discretion without notice.

Guardian Service Industries is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sex, age, marital status, sexual orientation, gender identity, pregnancy, citizenship, status as a protected veteran, or status as a qualified individual with disability, or any other characteristic protected by applicable law. Guardian Service Industries is committed to integrity, excellence, and diversity among its employees.