Administrative Assistant

Join to apply for the Administrative Assistant role at Four Seasons Environmental, Inc.

The advertised pay range is $32.82/hr - $32.82/hr your actual pay will be based on your skills and experience. The position is located at Four Seasons Environmental, Inc. – DSCC, Columbus, Ohio.

• Medical Insurance
• Dental Insurance
• Life Insurance
• Retirement Benefit
• Disability Insurance
• Holidays and Vacation

The Administrative Assistant oversees the day‑to‑day administrative operations of the office, ensuring efficient workflow by implementing and updating office procedures, resolving operational issues, and supporting internal and external stakeholders. The role provides direct administrative support to the Operations Manager, including office management, reporting, payroll coordination, and project assistance.

• Oversee daily office operations and recommend, implement, or revise procedures to improve efficiency and eliminate duplication or conflicts
• Identify and resolve administrative issues that affect workflow and communication
• Issue emails and hard‑copy correspondence as required
• Organize company functions and manage scheduling and appointments
• Track service calls and work orders

• Process and submit new employee onboarding packages to the home office
• File and track short‑term disability, FMLA, and workers' compensation claims
• Maintain personnel records in compliance with company policies
• Compile and submit weekly payroll data to the main office

• Publish daily and monthly reports as required
• Enter daily and weekly maintenance activities into the computerized maintenance management system (CMMS)
• Send invoices and required documentation to the main office on a weekly basis

• Prepare and submit invoices to clients
• Assemble cost estimates for projects
• Work directly with vendors to establish accounts and resolve billing or service issues, follow up on any missing information, signatures or approvals

• Conduct research and prepare briefing charts, reports, and presentation materials
• Work independently on assigned administrative projects
• Document meeting notes, action items and decisions with Project Manager
• Perform other duties as assigned

• High school diploma or equivalent required; associate degree in business administration or related field preferred
• Minimum of 2‑3 years of administrative or office management experience, preferably in an operations, facilities, construction, or service‑based environment
• Experience supporting management staff and handling multiple priorities independently

• Proficient in Microsoft Office Suite (Word, Excel, Outlook); strong Excel skills preferred
• Experience using computerized maintenance management systems (CMMS) or similar databases preferred
• Familiarity with payroll, invoicing, budgeting, and personnel record systems
• Ability to learn and adapt to new software and office systems quickly

• Strong organizational and time‑management skills with the ability to prioritize competing deadlines
• High level of accuracy and attention to detail in data entry, reporting, and documentation
• Ability to track, maintain, and reconcile records across multiple systems

• Excellent written and verbal communication skills
• Professional demeanor when interacting with employees, clients, vendors, and external agencies
• Ability to draft clear correspondence, reports, and presentation materials

• Ability to identify administrative inefficiencies and recommend process improvements
• Capable of conducting research and preparing summaries, charts, and briefing materials
• Sound judgment and decision‑making skills within defined authority levels

• Demonstrated ability to handle sensitive employee, payroll, and medical information with discretion
• Working knowledge of basic HR processes, including FMLA, short‑term disability, and workers' compensation
• Commitment to compliance with company…