Administrative Assistant - Facility Operations

About:

Collins Building Services (CBS) is proud to be a leading firm in facility management throughout the New York Tri-State area for over 30 years. Clients choose us for our commitments of superior quality service, transparency, and innovation, tailored to their individual needs. With over 3,200 employees, Collins Building Services’ operations team is responsible for providing the excellent service that has been recognized throughout the industry.

This is a unique opportunity to join an established company that is investing in constant innovation, turning customer feedback into actionable insights for business success and solutions. If you want to work for a company that’s focused on providing you the best experience with a continued focus on your personal growth and development – join the CBS Operations Team!

Job Overview:

The Operations Administrative Assistant will support the Operations Management Team by prioritizing and anticipating their needs in a facilities and environmental service operation. This position is responsible for drafting reports, maintaining and analyzing databases, processing employee records, responding to client requests and inquiries, along with other related clerical duties.

Responsibilities:

• Work directly with the management team on the coordination of day-to-day activities for the facilities.
• Monitor Facman, CBS proprietary Facilities Management System, for work order activity, generate status reports, and assist with prompt closing and processing of work orders.
• Collect, analyze, and interpret data with the ability to translate into business strategies to improve operations.
• Process electronic timekeeping weekly and administer employee entitlements, vacation, sick-time, PTO, etc.
• Track and administer all reports and spreadsheets including employee documentation and equipment inventory and maintenance.
• Manage communication, ensuring timely responses to incoming calls, mail, and emails, including drafting written and verbal responses to all levels of management and client inquiries.
• Coordinate, schedule and facilitate meetings, as requested, including dates, agendas, meeting rooms and invites.
• Responsible for various processes and liaison with other functions such as Human Resources, Accounting, and Analytics.
• Assist with the coordination of replacement labor with supervisors and HR staffing team.
• Promote and foster positive relationships with clients and organization.
• Handle confidential, non-routine information and provide other administrative support as needed.

Qualifications and Competencies:

• High School Degree required; College degree highly desired or equivalent work experience.
• Must be able to communicate fluently in Spanish.
• Must have minimum of 2 years of professional administrative experience.
• Strong analytical mindset – ability to analyze and interpret data to draw accurate conclusions, prioritize work, and elevate concerns appropriately.
• Strong project management skillset – ability to lead the planning and executions of complex projects requiring coordination of work across multiple departments.
• Strong relationship building skills, specifically able to build effective relationships with, client representatives, CBS staff and management.
• Must be highly organized with great attention to detail and a high standard for accuracy.
• Advanced technical skills: strong knowledge of Excel and Microsoft Suite systems, high comfort level leveraging reporting tools daily.
• Knowledge and ability to utilize online Facilities Maintenance Management Systems, a plus.
• Excellent communication skills both written and verbal.
• Self-starter able to work with a high degree of urgency and under pressure to meet deadlines.
• Experience working in a union environment is a plus.
• Professionalism and discretion along with excellent prioritization skills

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Collins Building Services provides equal employment opportunities to all employees and applicants. The Company does not discriminate in employment opportunities or practices on the basis of race, creed or religion, color, national origin, sex, age, disability or handicap, marital status, military or veteran status, sexual orientation, citizenship or citizenship status, or any other characteristic protected by federal, state, or local law.​

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Benefits:

• Health insurance

Schedule:

• 8 hour shift

Experience:

• Administrative Assistant: 2 years (Preferred)

Language:

• Spanish (Required)

Ability to Commute:

• Uniondale, NY 11556 (Required)

Work Location: In person

Salary : $23 - $25