Reliable Remote Administrative Assistant for Comprehensive Operations Support

We are seeking a highly reliable, detail-oriented, and proactive Administrative Assistant to manage day-to-day operations remotely. This full-time role requires an organized individual capable of handling diverse responsibilities across multiple areas without constant in-person oversight, adapting quickly to last-minute requests.

Key Responsibilities:

Staffing & Recruitment:
- Post job openings and manage candidate screening and interviews in English and Spanish.
- Conduct new-hire onboarding, including forms, system access, and maintaining recruitment trackers and employee records.
- Perform reference checks and monitor attendance/time punches, addressing any discrepancies.
- Assist with employee documentation such as warnings and write-ups.

Shift Coverage:
- Efficiently find and confirm coverage for urgent or ongoing shift requirements from our candidate pool.
- Update schedules and confirm arrangements with clients.

Bids & Proposals:
- Track and submit bids through various platforms and follow up with points of contact.
- Maintain an up-to-date bids file.
- Draft client proposals and costing sheets, ensuring follow-up until signed.

Client Communications:
- Respond promptly to client requests for schedules and updates.
- Share cleaning logs and schedules, and log/follow up on any service concerns.

Operations & Compliance:
- Maintain building Standard Operating Procedures (SOPs) and logsheets.
- Coordinate with vendors for invoices and services.
- Build and document repeatable processes and SOPs.
- Keep our CRM (HubSpot) accurate and current.
- Maintain organized vendor and subcontractor compliance files, including Certificates of Insurance (COIs), agreements, and scopes of work.

Purchases & Marketing Support:
- Place supply orders as needed.
- Provide light marketing and CRM support, including managing email templates.