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

The Company:
Established in 1918, Guardian Service Industries is a family-owned Janitorial, Security and Engineering & Operations staffing corporation. We have over 1,000 clients and maintain over 110 million square feet throughout the Northeast, which include commercial buildings, government buildings, residential communities, schools, transportation hubs, retail outlets, and much more.

We specialize in providing subject matter expertise, management and staffing in all areas of facility maintenance, specifically Janitorial Services, Security Services, Engineering & Operations, Pest Control, Lighting and Electric, Window Cleaning, Concierge/Front Desk Ambassador, and Marble, Metal and Wood Restoration.

Guardian Service Industries, Your Facility Solution Provider .

The Role:
This Administrative Assistant will be the assistant to Guardian Service Industries Inc’s Senior Vice President of Security. In this critical role, the assistant will work directly with this person 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 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.

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

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.