TotalCare Administrative Assistant

Looking for a job with a purpose? Want to make a real difference in the world? LION TotalCare is the leader in Firefighter PPE cleaning and repair maintenance. Our NFPA-certified services help enhance firefighter safety and save Fire Departments money by extending the life of their PPE. Join us to help protect our FDNY Firefighters! Benefits of Working with Us! Competitive Salary Health & Dental Benefits Vision Care Benefits Life & Disability Insurance 401K Plan Education Reimbursement Program Company Events and More! LION is an international company that operates in three markets: the emergency services, military and civilian agency uniforms, and personal equipment markets. LION serves a global customer base of fire departments, military installations, institutions, corporate organizations, and training companies from multiple offices around the world. Learn more about LION TotalCare here: https://www.lionprotects.com/totalcare JOB SUMMARY: The Administrative Assistant provides administrative and operational support to the TotalCare Center Manager and serves as a key administrative resource for the FDNY account. This position is responsible for coordinating office activities, preparing reports, managing schedules, supporting customer communications, maintaining records, and assisting with daily operations to ensure the efficient delivery of TotalCare services. The successful candidate will be highly organized, customer-focused, and capable of managing multiple priorities within a fast-paced service environment. When administrative work is finished for the day, you will assist with activities associated with receiving, cleaning, and shipping of Firefighter PPE gear. Position Details: Location: 703 East 134st, Bronx, NY, 10454 Hours: Monday to Friday 7:00 am - 3:30 pm. Must be flexible and willing to work overtime when needed to meet client needs. Reports to: TotalCare Center Manager Starting Rate: $21.00 - $24.00 / hour Duties and Responsibilities: Provide administrative support to the TotalCare Center Manager, including scheduling, reporting, document preparation, and coordination of daily office activities. Serve as a point of contact for FDNY personnel, customers, vendors, and visitors, providing professional and responsive customer service. Support the FDNY account by coordinating service requests, scheduling pickups and deliveries, maintaining records, and ensuring timely follow-up on customer inquiries. Prepare, maintain, and analyze operational, customer, and performance reports to support business and account management objectives. Coordinate communications between customers, production staff, route drivers, and management to support efficient operations and service delivery. Maintain organized filing systems, office supplies, invoices, purchase orders, and other administrative records in accordance with company policies. Support site operations, employee onboarding activities, and process improvement initiatives. Other duties as needed. Receiving Log firefighter gear received into our tracking system Query database for customer special instructions Create job and production work order Unassembled garments and tag for tracking Process garments received according to cleaning type Receive orders from vendors and match to purchase orders Cleaning Assess dirty protective garments to determine most appropriate cleaning process Operate industrial laundry machines and perform cleaning according to pre-determined type Follow established procedures for type of cleaning Record cleaning and type of cleaning for each garment Shipping Prepare garments for shipment – fold, bag, and label Prepare shipping document required – FedEx or Route delivery. Pack cartons or prepare for delivery Maintain cleanliness and good housekeeping in shipping & receiving area. Requirements and Qualifications: High School Diploma, GED, or equivalent required. 2+ years of administrative assistant, office coordinator, or customer service experience. Strong proficiency in Microsoft Office Suite, including Outlook, Excel, Word, Teams, and PowerPoint. Experience with ERP systems, inventory management systems, or customer databases preferred. Strong organizational and time-management skills. Excellent written and verbal communication skills. Ability to manage multiple priorities with strong attention to detail. Professional, customer-focused approach and ability to maintain confidentiality.