Office Assistant

City Wide SWLA is a fast‑growing franchise of City Wide Facility Solutions, delivering best‑in‑class managed building maintenance services across Southern California. We’re seeking a proactive, highly organized Executive Assistant to partner with our leadership team, drive client communications, support finance operations—and now help recruit independent contractors and nurture new business leads.

Spanish speaker is a big plus.

Requirements

Executive & Client Support

• Prepare/send client proposals, request POs, and follow up on approvals.
• Manage executives’ calendars, schedule client‑facing meetings, and coordinate travel logistics.
• Liaise between leadership, sales, and operations teams to ensure timely delivery of client commitments.

Finance & Accounting Liaison

• Generate customer invoices with accounting; follow up on outstanding receivables.
• Collaborate on vendor invoice processing and AP batching.
• Manage Accounts Payable and Accounts Receivable processes

IC Recruiting & Talent Acquisition

• Source, screen, and onboard independent contractors: post openings, manage ATS, schedule interviews.
• Coordinate background checks, verify certifications/licenses, and maintain contractor database.
• Serve as recruiting point‑person: craft job postings, track applicant pipeline, and facilitate offer letters/agreements.
• Partner with operations managers to forecast workforce needs and build talent bench.

Office & Project Administration

• Oversee front‑office operations: answer phones, and manage correspondence.
• Coordinate office supplies, facility needs, and vendor relationships.
• Maintain physical/electronic filing systems with confidentiality.
• Support special projects—research, data gathering, and report compilation—to drive strategic initiatives.
• Other projects to support business operations as needed

Benefits

• Competitive salary with performance‑based bonuses.

• Benefits: medical, dental, vision, 401(k).
• Career‑growth opportunities within a national franchise.
• Collaborative, supportive culture that values initiative.