Administrative Assistant

A Day in the life of an Administrative Assistant

Step into the role of Administrative Assistant at First Onsite and become the heartbeat of our office operations. You'll keep teams organized, informed, and supported while creating a professional, welcoming environment for employees and clients alike. From managing calendars and coordinating meetings to greeting visitors and handling incoming calls, your work ensures each day runs smoothly and efficiently.

Your impact goes beyond daily tasks-you'll assist with onboarding, travel arrangements, job file management, invoicing, and maintaining digital records in systems like Salesforce, iCertis, and BOLT. Whether coordinating facilities maintenance, preparing documents for collections, or acting as a notary, your attention to detail and resourcefulness help the entire organization operate at its best. If you thrive in a fast-paced, multi-tasking environment and enjoy being the go-to support for your team, this role is for you.

Responsibilities:

• Handle digital and physical documents
• Process incoming and outgoing mail, packages, and FedEx
• Interface with external and internal teams and clients
• Prepare and plan for the onboarding of new employees
• Manage office equipment by completing preventative maintenance requirements, troubleshooting malfunctions, and calling for repairs
• Coordinate the scheduling and set up of conference/training rooms
• Receive incoming visitors/calls and direct them to appropriate personnel
• Coordinate and book travel arrangements for staff
• Assist with A/R duties including collections
• Prepare, upload, and audit customer contracts and scan signed documents into iCertis
• Daily scheduling of operations staff
• Send demand and collection letters to clients as needed
• Assist with Area Wide Events (AWE) coordination and job updates
• Assist with invoicing and billing
• Create new jobs in Salesforce
• Develop electronic files in job management software and create physical file folders for production meetings
• Receive new loss information and distribute to appropriate department
• Local travel less than 10%

Experience & Education:

• 2+ years of customer service experience
• Ability to answer multi-line phone calls
• High school diploma or GED
• Notary Public Certification preferred or willingness to obtain

First Onsite provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

First Onsite (and its Companies) participates in E-Verify. We will provide the U.S. Social Security Administration (SSA) and, if necessary, the U.S. Department of Homeland Security (DHS) with information from each new employer's Form I-9 to confirm work authorization.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Third party resume submissions are not accepted. Any resume submitted will be considered the property of THE COMPANY, and THE COMPANY will not be held liable to pay a placement fee.