IBS Direct provides comprehensive commercial cleaning and facility maintenance services to property owners and tenants throughout the New York-New Jersey-Connecticut region. We put innovation to work for our clients in a multitude of ways, including not only the use of sustainable products and best-practices cleaning methods, but also state-of-the-art technology that makes working with us truly easy and very efficient. As a result of IBS Direct’s holistic, proactive approach, our clients enjoy cleaner, healthier properties that are better positioned to retain their value over the long term.
IBS Direct ofrece servicios integrales de limpieza comercial y mantenimiento de instalaciones para propietarios e inquilinos en toda la región de Nueva York-Nueva Jersey-Connecticut. Ponemos la innovación a trabajar para nuestros clientes de muchas maneras, que incluyen no solo el uso de productos sostenibles y métodos de limpieza de mejores prácticas, sino también tecnología de última generación que hace que trabajar con nosotros sea realmente fácil y muy eficiente. Como resultado del enfoque integral y proactivo de IBS Direct, nuestros clientes disfrutan de propiedades más limpias y saludables que están mejor posicionadas para conservar su valor a largo plazo.
Well established building maintenance company is seeking for a part-time highly organized administrative coordinator. This position provides administrative and secretarial support for the CEO, executives and clerical, office management support for organization. In addition to typing, filing and scheduling, performs duties such as coordination of meetings, conferences, events, record keeping, obtaining supplies, coordinating direct mailings, and working on special projects. Responsible for overall office activities, including the reception area, mail, supplies purchasing requests and facilities maintenance. Supervising the best utilization of office equipment. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload. Reports to CEO and Executive Team Main Duties: 1. Assists with professional and/or personal arrangements (such as booking social events and activities, travel, medical appointments etc.) for the CEO. Maintaining and incorporating personal/professional calendar. 2. Sorts, Distributes and Organizes CEO’s email and correspondence. Drafts written responses and/or replies by phone or e-mail when necessary. 3. Schedules and organizes complex activities such as meetings, travel, conferences, events and activities for all members of the organization. 4. Assists Executive Team with necessary projects as needed Types and designs general correspondences, newsletters, memos, charts, graphs, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. 5. Assists to team members and/or clients with obtaining copies of certificate of insurance 6. Responds to regularly occurring requests for information, occasional disputing of traffic tickets and towing arrangements for company vehicles 7. Maintains and updates electronic customer files. 8. Greets visitors, answers phone calls and directs them to appropriate parties, takes messages, checks voice mails, sets the alarm and schedules team members for the weekend on-call system 9. Perform general office duties such as ordering supplies, managing incoming/outgoing mail (USPS, UPS , FedEx ), maintaining records and assuring that office environment and equipment is intact 10. Facility Maintenance (Regular coordination with vendors Fire sprinkler, AC/Heat, Plumbing, Alarm, IT, Telephone/Internet for troubleshooting and maintenance of the facility in good condition) 11. Responsible for the arrangement of Corporate Lunches and events 12. Documenting and sending to accounts payable all receipts, order confirmations, corporate credit card expenses. 13. Other duties as assigned Competencies -Excellent organizational Skills -Personal Effectiveness/Credibility. -Multitasking -Excellent Communication Proficiency in English and Spanish -Strong follow-up skills -Strong interpersonal skills -Imitativeness and proactivity -Confidentiality -Time Management. -Stress Management/Composure/Ability to Work in Fast Pace -Thoroughness. -Technical Capacity – MS Office -Collaboration Skills/ Must be a Team Player -Flexibility Position Type and Expected Hours of Work This is a full-time temporary position. Days and hours of work are Tuesday through Thursday, 8:30 a.m. to 5:00 p.m. Preferred Education and Experience • Associate’s or Bachelor’s degree. • Two years of related experience.
Education Requirements (Any)
This job reports to the Administrative
This is a Part-Time position, working 1st Shift.
Number of openings for this position: 1