HR/Operations Admin Assistant

Position Summary

The HR & Operations Administrative Assistant is a full-time, cross-functional position that supports both Human Resources and Operations for Toledo Building Services and CleaNest Services. This role combines the day-to-day HR coordination responsibilities of employee attendance, onboarding, orientations, HR documentation, employee communication, and compliance support with operations coordination responsibilities such as administrative support, inventory tracking, vendor coordination, client data, permits, equipment coordination, and operational follow-up.

This position serves as an important link between the office, HR, operations leadership, supervisors, employees, applicants, and vendors. HR & Operations Administrative Assistant must be organized, dependable, confidential, detail-oriented, and able to handle multiple priorities in a fast-paced environment while maintaining a helpful and professional approach.

Primary Responsibilities

Human Resources Support

Support the HR Manager with daily HR operations, employee questions, documentation, onboarding, attendance tracking, and employee communication.

Serve as a point of contact for applicants, new hires, employees, supervisors, and managers seeking HR-related assistance.

Maintain confidentiality when handling personnel files, medical information, disciplinary documents, employee concerns, and other sensitive information.

Assist with employee relations documentation, disciplinary paperwork, point letters, and communication to employees and supervisors.

Help maintain HR files, employee records, forms, and related documentation in accordance with company procedures and retention requirements.

Attendance, Leave, and Timekeeping

Review employee call-offs, update the Teams Board, and communicate relevant information to the appropriate supervisor or manager.

Review attendance records, assign attendance points, prepare point letters, and ensure signed documents are scanned and filed properly.

Monitor FMLA, medical leave, and other leave-related information on the Teams Board, including start dates, return dates, and status updates as directed by HR.

Update MITC and other timekeeping systems as needed to help maintain accurate employee information and records.

Assist with attendance reports, attendance credit points, and tracking recurring attendance concerns for supervisor follow-up.

Recruitment, Information Sessions, and Onboarding

Review and organize employment applications, assist with applicant communication, and schedule information sessions or orientations as appropriate.

Greet and assist walk-in applicants and employees with applications, forms, and other HR-related documents.

Prepare materials for weekly pre-employment screenings for TBS and CleaNest and assist with presentations, applicant review, and initial background checks.

Prepare orientation documents, personnel files, I-9 materials, identification documents, and other required onboarding paperwork.

Communicate new hire details to supervisors and update the Teams Board with new hire information.

Operations Coordination

Support the Operations Manager, supervisors, route supervisors, and office team with daily operational coordination for both TBS and CleaNest.

Assist with creating assignments, tracking progress, preparing operational documents, and following up on open items until they are completed.

Help prepare and maintain operational reports, procedures, guides, and workflows to support consistency across both sides of the business.

Coordinate communication between operations, HR, customer service, sales, supervisors, and field employees as needed.

Assist with new account setup, client data updates, permit-related tasks, rental equipment vendors, and equipment pickup or delivery coordination.

Inventory, Facility, and Office Support

Track, organize, and maintain uniform inventory, office supplies, and assigned operations-related inventory.

Assist with procurement transactions, supply order tracking, vendor communication, and inventory adjustments as directed.

Help maintain shared spaces, including the lobby, training room, conference room, and other office areas used by employees and applicants.

Assist with access cards, keys, office security, and end-of-day office closing responsibilities as assigned.

Support company meetings, employee activities, birthday cards, and other employee engagement or office coordination tasks.

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