Project Administrative Coordinator

Do you have excellent administrative and project management skills? Are you detailed oriented with strong follow through? Do you enjoy working in a collaborative work environment? If yes, consider City Wide!

City Wide Facility Solutions - Lenexa, KS is seeking an Executive Assistant to join our team!

City Wide, the nation’s leading management company in the building maintenance industry, provides solutions to a wide range of issues clients face at their facilities. In this position, you will serve the City Wide Facility Solutions - Lenexa, KS, one of more than 100 markets covered across the United States and Canada.

Why City Wide?

City Wide Facility Solutions is a leader in the building maintenance industry, with a locations that serve communities across the U.S. and Canada. Our company mission is to create a ripple effect...by positively impacting the community of people we serve. Our vision is the be the first choice for our clients, contractors and employees . Our values of community, accountability and professionalism are how we model success. At City Wide, you will find a high-energy work environment that rewards performance within a collaborative, inclusive and fun environment. Are you ready to join?

What you will do...

The Internal Operations Coordinator is responsible for providing a full range of office administrative support to our Director of Operations and our Chief Operating Officer as well as carrying out the organization’s operational and sales administration function by planning, implementing, and evaluating administrative policies, procedures, and reporting systems.  Meet administrative goals and metrics as defined by City Wide Facility Solutions. Ensure continuous improvement of both the practices of the operations and sales divisions. This support and assistance specifically includes but is not limited to, organizing and drafting emails, prioritizing and updating tasks, managing calendars, scheduling executive meetings and calls, managing voicemail and answering phone calls, tracking and executing projects, assisting with personal and family requests, booking travel arrangements, expense reporting, and other office administration.

ESSENTIAL FUNCTIONS

• Assist the leadership team as needed to support company improvement or objectives.
• Assist in policies and procedures, communicating with Directors/FSMs as needed to ensure all needs are taken care of. (Keys, IC communication, Supplies, CRM updates).
• Constantly attempt to improve each process we have.  The best way is by asking others for their input - write down everything and follow up on it all.
• While driving your professional development, meet with your supervisor regularly to discuss progress and obstacles.
• Ensure the CRM database is kept up to date. Utilize and manage a customer relationship management system (CRM) to maintain all client and customer information.
• Perform admin duties related to independent contractor recruitment and management, including IC insurance and Ledger Day.
• Manage all Loyalty Loop administrative work, including updating contracts and leads, and all FSM communication.
• Attend operational and sales meetings to better prepare for the vetting of ICs for accounts. Bridge the gap between operations and sales for more effective IC-to-account matches.
• Attend operational and sales meetings to better prepare for the vetting of ICs for accounts. Bridge the gap between operations and sales for more effective IC-to-account matches.
• Coordinate with contractors for company events, meetings, and audits.
• Local travel by vehicle will be necessary to complete the duties of the job.

REQUIREMENTS

• Bachelor's degree in Business or Project Management (Preferred)
• 3+ years of experience in management or a related role
• Prior preparation of reports, business presentations, and data entry preferred.
• Must have excellent organizational skills and be very detail-oriented.
• Ability to work with highly confidential information and work independently.
• High proficiency in Microsoft Office Suite, including Task functions.
• Demonstrated analytical, problem-solving skills and highly detail-oriented (ability to follow up).
• Proficiency with project management software (e.g., MS Project, Asana, Trello)
• Travel requirements (10%)

City Wide Facility Solutions offers a competitive compensation structure to include comprehensive benefits, including medical, dental, vision, life insurance, short- and long-term disability insurance, PTO, and 401k. In addition, City Wide prides itself on a culture rich in history and collaboration, within an exciting, fast-paced, and flexible work atmosphere that fosters continual learning and development. As a people-centered culture, we also offer community-based enrichment, including paid time to support charities of choice!

More on City Wide...

City Wide Facility Solutions is a fast-growing company with over 100 franchise locations across the United States and Canada. Founded in 1961, City Wide Facility Solutions is the largest management company in the building maintenance industry. We have over 60 years in the business and continue to experience high growth and profitability across our franchise businesses. Our culture supports the company’s Mission to create a Ripple Effect by positively impacting the people and communities they serve. Read more about City Wide at www.gocitywide.com

City Wide is an Equal Opportunity Employer.