Office Administrative Assistant

Pritchard Janitorial Services at Alcon is seeking a highly organized and detail-oriented Office Administrative Assistant to oversee essential administrative functions, including payroll processing, employee onboarding, staffing coordination, and facility-related tasks. This position requires a proactive individual capable of multitasking in a fast-paced environment while maintaining accurate records and ensuring compliance with company policies. The successful candidate will be responsible for the following duties:

Key Responsibilities:

Administrative & Payroll Duties:

• Shift Management: Oversee all shift activities, including service scheduling
• Oversee daily administrative operations, ensuring efficient office workflow.
• Process payroll for 85 employees biweekly, ensuring accuracy and timely submission.
• Track and manage paid and unpaid vacation requests.
• Assist employees with UKG account setup, password resets, and check stub printouts.
• Maintain and update employee metrics.

Employee Onboarding & Offboarding:

• Manage the hiring process, including reviewing candidates in ClearCo and Alcon Workday.
• Schedule and coordinate interviews, background checks, and drug testing.
• Complete onboarding documentation in ClearCo and submit Workday onboarding forms.
• Provide new hires with work rules, policies, benefits, and ensure proper training schedules.
• Process terminations, complete exit interviews, and submit required personnel forms.

Staffing & Work Order Management:

• Maintain records of active employees, work schedules, and assigned areas.
• Track and process updates for terminated employees.
• Utilize Maximo software to report issues and ensure timely work order completion.

Facility & Supply Coordination:

• Work with Food Service group for coffee product needs and supply management.
• Coordinate with vendors for campus-wide janitorial supplies.

Access & Compliance Management:

• Process access forms for areas requiring additional authorization.
• Ensure compliance with HR and risk management policies for incident/accident reporting.
• Submit documentation for incidents and coordinate follow-ups with medical providers.

Event & Invoice Management:

• Oversee event setups, ensuring janitorial personnel availability.
• Attend weekly meetings to stay informed on upcoming events.
• Prepare and submit invoices for weekend and after-hours Alcon events.
• Communicate with clients regarding invoicing and service proposals.

Qualifications & Skills:

• Minimum of 2 years of administrative experience, preferably in payroll or HR-related functions.
• Proficiency in UKG, ClearCo, Workday, and Maximo software preferred.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent communication and interpersonal skills.
• Ability to handle confidential information with discretion.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

Benefits:

• Salary: $50,000/year
• Health Benefits Package
• Ancillary benefits—Life insurance, Long Term Disability, FSA, and Dependent Spending care
• 401K
• Opportunity for growth

EEO Notice:

Pritchard Industries is an Equal Opportunity Employer and will consider all qualified applicants without regard to race, color, creed, genetic information, religion, national origin, ethnicity, gender; gender identity, sexual orientation, pregnancy, childbirth or related medical condition, age, disability, or handicap, servicemember status, relationship or association with a protected veteran, and any other category protected by Federal, state, or local law.