Administrative Assistant

Position Summary

Item Detail Job Title Administrative Assistant Company A-Action Facility Services, Inc. Department Administration / Office Operations Reports To Office Manager FLSA Status Non-exempt (hourly) Employment Type Full-time Schedule Monday – Friday, standard business hours Location Main office and warehouse, Metro Atlanta, GA Position Overview The Administrative Assistant keeps the office, cash office, and warehouse running day to day.

The role answers phones and greets customers, supports route drivers at check-in, processes cash collections and Over/Short Reports, enters data into SEED, manages warehouse supplies, and supports hiring and staffing. The ideal candidate is organized, accurate with cash and data, dependable, and comfortable switching between front-office, financial, and hands-on warehouse tasks.

Essential Duties and Responsibilities

Front Office and Communications Answer incoming calls, take messages, and route calls to the appropriate personnel. Greet customers, vendors, and visitors in a professional manner. Monitor the office email inbox and respond to or route messages promptly. Receive customer complaints, document them, and forward refund requests to the COO or designated manager.

Prepare forms, labels, letters, and other documents as needed. Maintain bulletin boards with current notices and required postings. Cash Office and Route Driver Support Follow all established Cash Office procedures and security controls. Prepare for route drivers' return by printing driver check-in sheets and preparing cash collection sheets.

Check in route drivers as they arrive, verify collections, and note any discrepancies. Count route bags, including Augusta routes. Prepare Over/Short Reports for every route, flag reports that need the driver's signature, and email reports to the Over/Short Report Team. Process cash input data and prepare daily bank deposits.

Coordinate and oversee Brink's pickups. Data Entry, Accounts Payable Support, and Recordkeeping Print the Augusta data sheet and enter required information into SEED. Enter SEED invoices for warehouse transaction reports and perform general SEED data entry. Scan bills and invoices to the designated managers; process Dext invoices for accounting.

File red-folder invoices, weekly invoices, completed orders (alphabetically), data sheets, and Over/Short Reports. Update insurance notebooks and file vehicle records in the vehicle binders. Warehouse, Inventory, and Supplies Receive incoming warehouse supplies and check them against orders. Pull orders for subcontractors and staff; restock shelves.

Help contractors with supply orders. Perform dust mop check-ins and file Warehouse Log forms. Assist with weekly and monthly inventory of warehouse products. Hiring and Staffing Support Schedule interviews and assist with interviews as needed. Collect background check forms from applicants and copy their identification.

Compile and submit weekend staffing reports. Prepare Employee of the Month awards at the end of each month. Other Duties Cover for other office staff during absences, breaks, and vacations. Keep company, customer, and employee information confidential. Perform other administrative duties as assigned.

Qualifications

Required High school diploma or GED. At least 1 year of administrative, office, or cash-handling experience. Accurate cash counting, reconciliation, and data entry skills. Working knowledge of Microsoft Office (Outlook, Word, Excel) and standard office equipment (copier, scanner, coin counter). Strong organization, attention to detail, and ability to manage several priorities at once.

Courteous, professional phone and customer service skills. Valid Georgia driver's license and acceptable driving record (to move company vehicles on site). Ability to pass a background check. Proven integrity in handling cash and confidential information. Preferred Associate degree or coursework in business or office administration.

Experience with SEED, Dext, or similar inventory and accounts payable software. Experience in janitorial, facility services, vending, or warehouse operations. Bilingual (English/Spanish). Physical Demands and Work Environment The demands below are representative of those needed to perform the essential functions of this job.

Reasonable accommodations may be made for individuals with disabilities. Regularly sit, stand, walk, talk, hear, and use hands for keyboarding, counting cash, and handling supplies. Regularly lift and move up to 10 pounds; frequently lift up to 25 pounds; occasionally lift up to 50 pounds (supply cases, coin bags). Occasionally bend, stoop, reach overhead, and climb step stools in the warehouse.

Close vision for computer work and cash counting. Work takes place in an office, cash room, and warehouse. Noise level is usually moderate. Occasional extended hours may be required. Disclaimer and Acknowledgment This job description lists the general duties and requirements of the position. It is not an exhaustive list, and employees may be directed to perform other job-related tasks.

A-Action Facility Services, Inc. may change this description at any time based on business needs. This description is not an employment contract; employment remains at will. I have received, read, and understand this job description, and I can perform its essential functions with or without reasonable accommodation.