Administrative Assistant

We are looking for an organized Administrative Assistant to support day-to-day facilities and office operations. This contract position offers the potential for a permanent role and is ideal for someone who enjoys managing documentation, coordinating schedules, and keeping administrative processes on track. The role will also provide front desk backup support and assist with a variety of office-related projects as needed.

Responsibilities:
• Process facilities-related invoices by printing documents, preparing them for approval, scanning completed records, and entering check request information accurately.
• Coordinate vendor visit schedules by confirming technician availability and sending meeting details to both field staff and branch contacts.
• Support vendor onboarding activities by monitoring correspondence, maintaining current vendor records, and forwarding required documentation to Accounts Payable.
• Track certificate of insurance expirations, follow up with vendors for updated paperwork, and keep vendor files up to date for internal records.
• Upload contracts, administrative files, and site images to SharePoint to ensure documentation is organized and accessible.
• Provide administrative assistance on smaller projects assigned by department leaders, helping tasks move forward efficiently.
• Serve as backup coverage for the front desk by greeting visitors, handling incoming deliveries, managing mail, and assisting with check distribution when needed.

Qualifications:

• Previous experience in an administrative assistant, office support, or receptionist role.
• Ability to manage data entry tasks with a high level of accuracy and attention to detail.
• Comfortable handling inbound calls and providing detail-focused front desk support.
• Strong organizational skills with the ability to track multiple documents, schedules, and follow-up items.
• Proficiency with standard office software and document management tools such as SharePoint.
• Effective written and verbal communication skills for coordinating with vendors, technicians, and internal teams.
• Ability to work independently while supporting a fast-paced administrative environment.

Compensation

$22.80-$24.00 Hourly

About Us

TalentMatch^®

Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.

Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app and get 1-tap apply, notifications of AI-matched jobs, and much more.

All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.

© 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking “Apply Now,” you’re agreeing to Robert Half’s Terms of Use and Privacy Notice.