What are the responsibilities and job description for the Administrative Assistant position at Onset Financial, Inc.?
Onset Financial of Draper, UT, is seeking to hire a talented Administrative Assistant to join our fast-paced, high-energy Facilities team. Onset was rated as one of the best places to work in Utah, and after having our best year ever in 2024, we are excited to be growing our team in 2025! Join us and take the next step in your career with a company that values innovation, integrity, and professional growth.
We are looking for a highly organized and proactive Administrative Assistant to support our Facilities Management team. This role is key to ensuring smooth daily operations across our multiple facilities, from coordinating vendor services to maintaining accurate billing and documentation. If you're a detail-oriented multitasker with excellent communication skills and a knack for keeping things running behind the scenes, we'd love to hear from you!
Onset Financial provides an enthusiastic, safe, and motivating culture of success for our diverse and talented team. Onset believes in applying the team's unique attributes to our superior approach of equipment finance. We strive to find hard-working, positive, and talented candidates to help achieve our unified objectives. Onset is devoted to celebrating hard work, determination, and high achievements within a positive and inclusive environment.
As an Administrative Assistant you will play a critical role by:
- Support the SVP of Facilities Management and Facilities team.
- Coordinate administrative calendar, including scheduling maintenance requests, inspections, appointments, internal meetings.
- Maintain digital and physical filing systems for facility-related documents.
- Communicate with contractors, suppliers, and service providers.
- Manage invoices and billing for facility-related services and vendors.
- Track and reconcile facility expenses, ensuring timely payment and accurate reporting.
- Track supplies and equipment usage and order levels, ensuring cost-effective stock management.
- Maintain a log of service visits and vendor performance, including necessary follow up.
- Help ensure facility compliance with local health and safety regulations.
- Assist with documentation and preparation for audits or inspections.
- Assist with documentation and preparation for audits or inspections.
- Support SVP with diverse personal tasks and errands.
- Act as the point of contact and gatekeeper for the SVP.
- Special projects and other administrative duties as assigned.
What you need to succeed:
- 2 years' experience in an administrative, office management, or facilities-related role.
- Familiarity with vendor coordination and basic building maintenance terminology is a plus.
- Ability to handle multiple priorities and maintain attention to detail.
- Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with billing or accounting software
- Has a high-level of interpersonal skills to handle sensitive and confidential situations.
- Ability to prioritize and self-manage as you support the SVP.
- Has patience as the role will have ebbs and flows of demand, and the ability to juggle multiple tasks simultaneously.
- Operates with the highest integrity and professionalism.
- Can think strategically, anticipating both needs and roadblocks
- Works proactively to keep tasks and projects moving forward.
- Willingness to complete high-level and low-level tasks.
- Valid driver's license with clean driving record.
What we Offer:
- Amazing workplace culture. We've been recognized by multiple organizations like Inc., Salt Lake Tribune, Glassdoor, and Best In State as a top place to work.
- Career Development and internal growth opportunities.
- Health benefits, including Medical with HSA and FSA options, dental, and vision.
- Company 401K match.
- Excellent work/life balance with paid holidays and paid time off.
- On-site gym facility.
- Peer-to-peer employee recognition program.
- Give back with Onset Gives: volunteer opportunities with Utah nonprofit organizations.
- Swag you'll want to use!
WORK SCHEDULE
The typical schedule for this position is Monday through Friday from 8:00 AM to 5:00 PM, but there will be occasions when the schedule varies beyond the specified times. This position will work in-office at our Draper location.
ARE YOU READY TO JOIN OUR TEAM?
If you feel that you would be right for this position, please fill out our initial 3-minute, mobile-friendly application so that we can review your information. We look forward to meeting you!
