Administrative Support Coordinator Job at Allied Universal® Janitorial Services

Overview

Join Allied Universal® Facility Management and Janitorial Services! We're committed to delivering exceptional cleaning, landscaping, and restoration services for commercial facilities. Be part of a diverse and inclusive team where innovation meets excellence. We offer steady, reliable work in janitorial management, full-time and part-time janitorial roles, maintenance, landscaping, and metal restoration. If you want to make a meaningful impact and build a lasting career, we have opportunities for you. Join us and grow with a leader in the industry! Enjoy comprehensive benefits for most full-time positions, including medical, dental, and vision coverage, life insurance, retirement plans, employee assistance programs, and exclusive perks.

Job Description

Allied Universal® is hiring a Administrative Support Coordinator. The Administrative Support Coordinator provide support for the executive leadership team by managing and supporting their initiatives, operations, daily activities, events, and communications. To manage this job properly you should have a detailed understanding of organizing and managing meetings, experience booking domestic and international travel, and extensive experience managing calendars for multiple senior executives.

Location : Ventura, CA

Pay : $17.51 per hour

RESPONSIBILITIES:

• Inventory, drop shipment, manage janitorial rebillable supplies; enter data into inventory management system
• Job costing; access job master files and enter updates to budgeted hours per project
• Run Accounts Receivable reports. review invoices and aging reports; assists the Regional Vice President and operations with collections
• Schedule and/or reschedule meetings, conferences, and travel to coincide with calendars; deciding venues, menus, and layout/floor plans for events; plan on and off-site meetings, manage catering requests, and prepare meeting material
• Negotiate rates and sign contracts for car and airport services, catering, restaurants, etc., related to executive business travel/meetings
• Manage company suite and sporting events
• Management oversight of business event planning to include scheduling of presenters and coordination of vendor services
• Negotiate contract renewals for airport/immigration services
• Make domestic and international travel arrangements for Executive Team
• Manage expense reporting and reconciliation
• Organize and expedite flow of work and initiate any follow-up actions
• Provide top-level executive support while maintaining high levels of discretion and professionalism in a fast-paced environment
• Answer, screen, and direct phone calls
• Anticipate follow-ups and proactively manage upcoming needs
• Distribute incoming and outgoing mail; prepare and ship overnight packages
• Manage complex calendars and scheduling requirements for the Executive Team
• Write and distribute email, correspondence memos, letters, and forms
• Assist with printing, scanning, faxing, and uploading of documents
• Act as the point of contact for internal and external clients on behalf of senior executives
• Communicate property repair and maintenance requests in a timely manner and follow-ups as needed
• Provide assistance with special projects as needed

QUALIFICATIONS:

• High school diploma or equivalent
• Minimum of five (5) years of administrative experience
• Minimum of two (2) years of work experience providing administrative support to executive leadership
• Outstanding communication skills, professional presence, and excellent organization skills
• Comfortable working in a fast-paced and changing office environment
• Flexible, responsible, dependable, and efficient
• Energetic and focused personality with a demonstrated ability to take initiative, successfully handle and prioritize multiple competing assignments and effectively manage deadlines
• Highly proficient and fully functional in all Microsoft Office applications and able to effectively utilize all available office management technology
• Professional, articulate, and able to use good independent judgment and discretion
• Proven ability to maintain correspondence, discussions, and materials in strictest confidence

PREFERRED QUALIFICATIONS:

• College degree in business administration, management, procurement, or related field
• State Notary License

BENEFITS:

• Medical, dental, vision, basic life, AD&D, and disability insurance
• Enrollment in our company's 401(k)plan, subject to eligibility requirements
• Eight paid holidays annually, five sick days, and four personal days
• Vacation time offered at an accrual rate of 3.08 hours biweekly. Unused vacation is only paid out where required by law.

Closing

Allied Universal® is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race/ethnicity, age, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, disability, protected veteran status or relationship/association with a protected veteran, or any other basis or characteristic protected by law. For more information: www.aus.com

If you have any questions regarding Equal Employment Opportunity, Affirmative Action, Diversity and Inclusion, have difficulty using the online system and require an alternate method to apply, or require an accommodation at any time during the recruitment and/or employment process, please contact our local Human Resources department. To find an office near you, please visit: www.aus.com/offices.

Requisition ID2024-1285379