Office Administrative Assistant

Job Description:

The Administrative Assistant provides essential support to ensure the smooth day-to-day operations of the office. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities. The ideal candidate is proactive, resourceful, and capable of handling a variety of administrative and operational tasks while maintaining a high level of professionalism.

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Key Responsibilities

· Coordinate onboarding for new hires, including first-day logistics and orientation support

· Set up and maintain company-issued devices for employees

· Conduct collections activities by following up on outstanding payments in a professional manner

· Manage expense reports using Expensify, including uploading receipts and categorizing transactions

· Process incoming payments, maintain accurate records, and prepare bank deposits

· Track and coordinate technician license renewals to ensure timely compliance

· Maintain executive and team calendars, schedule meetings, and coordinate travel arrangements

· Serve as a point of contact for internal teams and external partners, ensuring effective communication

· Oversee office operations, including managing supplies and coordinating facility needs

· Assist with planning and executing company events and meetings

· Maintain organized records, files, and databases to support daily operations

· Provide general administrative support to leadership and team members

· Assist with special projects by gathering data and preparing reports and documents

· Support other administrative staff with overflow work and cross-functional tasks as needed

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Required Qualifications

· High school diploma or equivalent required; associate or bachelor’s degree preferred

· 2+ years of administrative or office support experience

· Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

· Strong organizational and time management skills with the ability to prioritize tasks

· Excellent verbal and written communication skills

· High level of attention to detail and accuracy

· Ability to handle sensitive information with confidentiality and professionalism

· Strong problem-solving skills and a proactive mindset

· Ability to work independently as well as collaboratively in a team environment

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Schedule & Compensation

· Full-time position

· Monday through Friday, 7:00 AM – 3:30 PM with 30-minute lunch

· Pay range: $20–$25 per hour, based on experience

· This role may require occasional early mornings, evenings, or additional hours during peak seasons and major projects

Heartland Home Service is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.