About XiX Maintenance:
XiX Maintenance is a women- and minority-owned cleaning, restoration, and maintenance company serving commercial and residential properties throughout New York City. We take pride in our professionalism, reliability, and long-term client relationships.
We’re looking for a motivated, detail-oriented Administrative Assistant to join our growing team in our Long Island City office. The ideal candidate is organized, tech-savvy, and proactive — someone who thrives in a fast-paced environment and enjoys supporting both office and field operations.
Key Responsibilities:
- Provide day-to-day administrative and operational support to management and field teams, ensuring smooth coordination across departments.
- Maintain accurate bookkeeping of company expenses, vendor payments, and reconciliations using QuickBooks.
- Generate and send invoices, track receivables, and follow up with customers to ensure timely payments.
- Assist with HR functions, including onboarding new employees, maintaining personnel files, and organizing documentation.
- Prepare and review weekly payroll, collecting and verifying employee timesheets for accuracy and compliance.
- Support financial reporting by preparing profit and loss statements, balance sheets, and expense summaries.
- Maintain and update the CRM system, ensuring accurate client data, job details, and communication history.
- Keep digital and paper records organized for clients, vendors, and ongoing projects.
- Prepare and submit bids, proposals, and compliance documents, including COIs, W-9s, and vendor registration forms.
- Research and track WBE (Women Business Enterprise) opportunities, assisting with government and private bid submissions.
- Coordinate insurance renewals, business licensing updates, and certification tracking to ensure full compliance.
- Conduct market research on supplies, materials, and vendor pricing to support purchasing and budgeting decisions.
- Maintain and update an inventory system for equipment, supplies, and machinery.
- Manage internal calendars, schedule meetings, and handle professional correspondence.
- Assist with social media and content management — plan, post, and track engagement across company platforms.
Requirements:
- Excellent organizational skills and attention to detail
- Proficiency with Microsoft Office (Word, Excel, Outlook); familiarity with QuickBooks, Google Workspace, or CRM systems is a plus
- Ability to manage bookkeeping, payroll, and reporting tasks accurately
- Strong written and verbal communication skills
- Ability to multitask, prioritize, and work independently
- Prior office or administrative experience preferred (bookkeeping or payroll experience a plus)
- Familiarity with social media platforms (Instagram, LinkedIn, etc.) is helpful
- Interest in learning about WBE certifications and bid submissions is a plus
💡 If you don’t have experience in all the areas above, we’re happy to train the right candidate who shows initiative and a willingness to learn.
🌐 Location: 34-18 Northern Blvd., Suite 3-2, Long Island City, NY 11101
⏰ Schedule: Part-Time (20–25 hours per week, Monday–Friday, on-site)
💼 Compensation: Competitive, based on experience