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

This Administrative Assistant will be the assistant to Guardian Service Industries Inc’s Vice President of Client Services. In this critical role, the assistant will work directly with this VP to manage their daily responsibilities. There will be significant interaction with external clients as well as other senior leaders at Guardian Service Industries Inc.

Responsibilities:

• Assist VP of Client Services 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).
  


• Help to produce proposals, periodic schedules, and operational spreadsheets using related software.
  


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


• Communicate with the operations team on a daily basis and delegate job specifications to the appropriate parties.
  


• Process the VP’s expense reports based on receipts and allocate charges to building cost centers.
  


• Compile and process specific paperwork which is integral to the success of the day to day operations. Handling special projects as assigned.
  


• Create and close out work orders on our online system on daily basis.
  


• Create invoices based and time and material costs.
  


• Work with building Supervisors to update monthly payroll hours and update appropriate spreadsheets.
  


• Update monthly building vacancies as per building managers request and inform accounting & operations of the changes.
  


• Create supervisor inspection logs and relay to property managers on a daily basis.
  


• Professionally field phone calls, address issues or redirect as appropriate.
  


• Delegate account billing changes as approved by manager to the accounting department and confirm the changes are accurate.
  


• Open to potentially working outside of “normal business hours” and handling extenuating circumstances when the need arises.
  


• Maintain confidential information to the highest standard.
  

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.
  


• 4+ years of administrative experience.
  


• 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.