Administrative Assistant

Who We Are:

Joining The Facilities Group National means you’ll be delivering comprehensive facilities management with a “national reach, local touch” mindset. Our 47 regional support offices, hybrid workforce model, and proprietary JAN IT platform empower teams to solve problems quickly, streamline work orders and billing, and ensure consistent quality at scale. You’ll make an impact across 20 industries, from retail and healthcare to education, logistics, aviation, and commercial properties; supporting clean, safe, brand right environments at 30,000 locations across North America. If you’re energized by a people first, data driven culture that listens, learns, and grows with its clients and teams, you’ll thrive here while helping us set the standard for client satisfaction in facilities management.

What you’ll be doing:

The Administrative Assistant supports daily operations by assisting with hiring, training documentation, and compliance requirements across the account. This role helps manage employee timekeeping and attendance in ADP, prepares administrative materials such as binders and records, and coordinates the badging and access process. The Administrative Assistant also provides recruiting support during active hiring periods and offers assistance to other accounts as needed. Strong organizational skills, attention to detail, and the ability to work in a fast‑paced environment are essential for success in this position.

Administrative Assistant Duties and Responsibilities

• Assist with collecting new‑hire documents, coordinating onboarding tasks, and ensuring all required forms are completed and filed accurately.
• Create, organize, and update binders and reference materials for operations, training, compliance, and site management.
• Help employees with onboarding, troubleshoot timekeeping discrepancies, and coordinate with payroll/HR to resolve attendance or system issues.
• Maintain attendance logs, review daily time records, and notify management of trends, concerns, or policy-related issues.
• Help create, format, distribute, and maintain training materials, ensuring all documents are current and accessible.
• Provide support during active hiring cycles, including: scheduling interviews, communicating with candidates, and coordinating hiring manager needs.
• Assist employees with the badge issuance process, track badge status, and coordinate renewals in alignment with site security requirements.
• Maintain documentation and records required for compliance, ensure policies are followed, and support internal audits or reporting needs.
• Assist with administrative functions, paperwork, scheduling, or onboarding at other sites or accounts when required by leadership.

Administrative Assistant Requirements

• 1–3 years of administrative or office support experience, preferably in a fast‑paced or operations‑focused environment.
• Strong organizational and multitasking skills, with the ability to manage multiple priorities and deadlines.
• Excellent communication skills, both written and verbal, with a customer‑service mindset.
• High attention to detail and accuracy in documentation, recordkeeping, and compliance tasks.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to maintain confidentiality and handle sensitive employee information.
• Comfort working independently and collaboratively with cross-functional teams.
• Experience supporting recruiting efforts. 
• Ability to navigate secure badge/access environments (preferred but can be trained).
• Authorized to work in the U.S. –  We Use E-Verify

**The Facilities Group National is committed to fostering, cultivating, and preserving a culture of diversity and inclusion. We provide equal employment opportunities (EEO) to all employees and applicants for employment 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. Our commitment extends beyond preventing discrimination and harassment; it’s about creating an environment where diverse backgrounds and perspectives are valued. We believe in the power of our people, the ideas they bring, and what we can accomplish together.

**Consistent with the Americans with Disabilities Act (ADA), all state & federal requirements, it is the policy of The Facilities Group National to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause undue hardship. The Facilities Group National also provides reasonable accommodations as required under the Pregnant Workers Fairness Act (PWFA) for limitations related to pregnancy, childbirth, or related medical conditions. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact the Recruitment Team 813-425-1985