Administrative Assistant (School Operations)

Description

Direct Report: Account Director / Facilities Manager

Description:

Family-owned since 1988, Interstate continues to be driven by our long-standing dedication to advancing the careers and talents of our team. We embrace a culture of recognition by rewarding exceptional employee performance and promoting from within. As a fast-growing national janitorial and maintenance company, we are seeking driven team members who align with our “Work Happy” philosophy and take pride in delivering high-quality results. We proudly serve clients across diverse industries — including educational, corporate, industrial, healthcare, specialty, and residential settings. Our mission is to create clean, healthy, and safe environments that allow businesses, schools, and communities across North America to thrive.

If you’re looking to grow your career with a company that values hard work, teamwork, and opportunity, we encourage you to apply.

Schedule: 30 hours per week

Pay: $21.00/hour 

Duties & Responsibilities:

Administrative Support

• Maintain accurate records of custodial staff assignments, schedules, attendance, and timekeeping.
• Assist with recruitment, onboarding, and training documentation for custodial employees.
• Prepare and distribute communications, memos, and reports to school administrators and custodial teams.
• Support payroll processing by verifying timesheets and resolving discrepancies.
• Create ID badge work orders for new employees and deactivate ID badges.

Operational Coordination

• Assist in monitoring compliance with cleaning standards, safety procedures, and district policies.
• Compile data and prepare reports related to custodial performance, inspections, and work orders.
• Serve as a liaison between custodial staff, school principals, and maintenance teams to address issues promptly.
• Help manage vendor and contractor coordination for outsourced cleaning services when applicable.
• Receive work order requests, place work orders, and remove completed work orders.

Compliance & Recordkeeping

• Maintain documentation related to safety training, incident reports, and OSHA compliance.
• Ensure proper record retention for custodial logs, inspections, and inventory tracking.
• Support audits and district reviews related to facilities operations.

Please note, the summary job specification is not a comprehensive definition of the post. It is subject to modification and amendment and could include other duties related to the post.

Requirements

Requirements and Qualifications:

• High school diploma or equivalent required; associate degree or coursework in business administration or facilities management preferred.
• Fluent in English and Spanish
• Minimum of 2–3 years of administrative experience, preferably in a facilities, custodial, or school district environment.
• Strong organizational and time-management skills with attention to detail.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and database systems.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and professionalism when handling personnel matters.
• Strong problem-solving skills and ability to manage multiple priorities.
• Familiarity with school operations, custodial standards, and safety practices is a plus.

Working Conditions:

• May require occasional early morning, evening, or weekend hours during special events or emergency situations.

Candidate must have reliable transportation, be legally authorized to work in the United States, and be willing to submit to a background check.

Interstate Premier Facility Services Provider is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Interstate – Work Happy!