Administrative Assistant

Pritchard Industries is a dynamic and innovative provider of comprehensive facility services, dedicated to enhancing the operational efficiency of our client partners in the industries we serve. With services from facility maintenance and janitorial to landscaping and snow removal, we enable desired outcomes for our clients through consistent service and outstanding people.

Pritchard Industries is seeking a Corporate Administrative Assistant for CORE FACILITY SERVICES, LLC. in New York. This on-site position will provide support to the operations team, office administrator, clients, and vendors through a variety of tasks.

Duties/Responsibilities:  

• Provide administrative support and assistance to the Operations team.

• Perform clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents.

• Review of weekly time management reports received from our client locations that we support.

• Cross Reference time management reports to Time and Attendance System.

• Train new accounts/employees to properly submit weekly site reports.

• Provide weekly time reports to our MWBE stakeholders.

• Maintain FMLA/WC/DIS reports to ensure accurate time captures of employee leave.

• Maintain employee folders with various documentation related to employment.

• Assist as needed to review PTO for all accounts.

• Engage with the Corporate Payroll/HR Team/Union Support Group to ensure all data elements are presented weekly.

• Assist Onboarding Team with new hires and ensure all employee information added is accurate.

• Assist AP with invoicing, coding, scanning and recording.

• Assist AR with payment applications.

• Assist AR with end of month processing.

• Maintain contracts, documents, and review/update as needed.

• Orders office supplies and tracks inventory.

• Prepare presentations and budget letters.

• Perform other related office duties/tasks as assigned.

Required Skills/Abilities:  

• Excellent verbal and written communication skills.

• Proficient with Microsoft Office Suite, particularly Excel, with the ability to learn new software as required.

• Excellent organizational skills and attention to detail.

• Excellent time management skills with a proven ability to meet deadlines.

• Ability to function well in a high-paced environment.

• Extensive knowledge of office administration, clerical procedures, and record keeping systems.

• Possess a pleasant personality that is eager to learn and committed to providing results.

• A Team Player.

Education and Experience:  

• Associate’s Degree in business administration preferred

• At least four years of related office administration experience required.

Physical Requirements:  

• Prolonged periods sitting at a desk and working on a computer.

• Must be able to lift up to 15 pounds at times.

Benefits:  

• Full-Time/On-site

• Monday - Friday 8:00am - 5:00pm

• Salary: $80,000 Annually

• Paid holidays and vacation time

• Health Benefits Package

Pritchard Industries participates in E-Verify.