Administrative Assistant (Phoenix)

Ace Mobile Wash is a locally owned commercial fleet washing company in Phoenix and Tucson Arizona. Established in 1982, Ace Mobile Wash has been washing been washing trucks all over the valley for over 30 years.

The Administrative Assistant will play a key role in supporting the Owner and Supervisor in the Mobile Fleet Washing Industry by managing various administrative duties. This position involves direct collaboration with the Owner and the team to input and update job information in our computer system, schedule jobs, review fuel reports, track job statuses, maintain crew time logs, and perform scanning, auditing, and editing of work orders for billing purposes. Additionally, the Administrative Assistant will be responsible for addressing customer inquiries and a range of other tasks as assigned.

Location: Phoenix, AZ

Hours: Approximately 9:00 AM to 4:30 PM, with occasional fluctuations to accommodate urgent issues and group meetings.

We are looking for a diligent and organized individual to contribute positively to our team.

Key Responsibilities

*Office Operations & Support

*Kitchen & supplies: Stock beverages/snacks; maintain inventory of office and print supplies; place orders as needed.

*Vendor management: Coordinate with service providers (shredding, printers, cleaning, office services); open and track service orders to completion.

*Facilities liaison: Serve as onsite point of contact for routine maintenance and building needs; escalate issues when appropriate.

*Workplace readiness: Ensure conference rooms, shared spaces, and visitor areas are always clean, organized, and prepared.

*Maintain, manage scheduling of employees daily and updating times to ensure we manage the OT, on boarding employees, daily scans, some billing.

*Assist with hiring employees, setting up interviews, and submitting all HR related information to the owner daily.

*Keep Office Organized and Clean, make sure crews are on task.

Implementing budgets, tracking and control job costs

*Scan work orders to owner daily and rewrite them correctly if needed.

*Data entry and updating Account Cover Pages.

*Manage all incoming project emails, calls and correspondence.

*Responding as necessary and notifying other staff whenever necessary

*Provide support to Owner and Supervisor

Candidate Profile

A dependable, detail-focused administrative professional. Congenial, wanting something long term. Someone who blends the structure and reliability of an experienced administrative assistant that can alleviate extra tasks from the owners and the supervisor. You take pride in making the environment run effortlessly and professionally.

Core strengths

Exceptional organization, follow-through, and attention to detail.

Proactive service mindset: anticipates needs before they arise.

Clear, warm, professional communication with executives, staff, and visitors.

Ability to refine and document simple processes and keep them up to date.

Calm, polished demeanor in a fast-moving and occasionally high-stakes environment.

*Proficient in Microsoft 365 (Outlook, Teams, SharePoint/OneDrive).

Strong Excel skills (lists, filters, basic lookups).

*Experience in office administration, facilities coordination, or executive support.

*Strong file discipline: scanning, naming conventions, routing, and digital organization.

*High confidentiality, excellent judgment, and professionalism.

*2–6 years in office administration, hospitality/concierge operations, operations coordination, or similar fields.

*Exceptionally strong Microsoft 365 skills and comfort with Excel tools.

Demonstrated reliability, professional presence, and service orientation.

Working Style & Expectations

*Work hours: Core onsite hours 8:30 a.m.–4:30 p.m.

*Physical requirements: Ability to lift up to 20–25 lbs; stand/walk short distances; perform light physical tasks (stocking supplies).

*Technology & systems use: Maintain clean digital organization using shared drives, templates, and naming conventions.

*Confidentiality: Strict adherence to confidentiality policies, especially given the level of executive presence in the office.

*Customer-service orientation: Warm, polished, and helpful presence as the first point of contact at Ace Mobile Wash’s office.

*Other duties as assigned: Flexibility to support evolving office needs, special projects, and leadership requests.