Facilities & Security Assistant

The Facilities and Security Assistant provides administrative support to the Facilities and Security departments to ensure excellent customer service. This role handles administrative tasks related to the facilities and security, including the custodians, set-ups, maintenance, grounds, athletic fields, transportation, campus projects, parking, and events. In addition, this position works closely with the Directors of Facilities and Security to coordinate all facilities activities and ensure efficient, effective operations.

Essential Duties and Responsibilities 

• Work with the transportation manager on online registration for bus riders. Produce manifests for all bus routes. Provide communication for all bus route issues. Check all drivers' hours for payroll. Maintain all driver records: current license and medical exams. Coordinate with athletics and other departments for transportation needs. Assist the transportation manager as needed.

• Make all purchases for the facilities department. Verify that products have been received. Maintain par levels for all facilities' supplies inventories. Review invoices before payment. Reconcile all credit card purchases.

• Build out PM schedules and notify contractors when service is due. Verify completion and review all invoices before payment. Maintain COI's for all contractors working on campus.

• Work with all facilities departments to build out the work order system as robust and comprehensive as possible.

• Build out the facilities asset catalog and update it when needed.

• Act as a dispatcher for all facilities requests; set-ups, custodial, and maintenance. Verify that work has been completed. Notify the facilities director of all outstanding work order requests. 

• Schedule facility usage for all outside parties. Verify insurance requirements. Coordinate with all CLS faculty and staff to avoid conflicts. Coordinate with the Director of Security for any parking requirements.

• Maintain all contract Service agreements and update annually.

• Assist in maintaining records and scheduling inspections for all elevators, life safety equipment, and any other maintenance records as directed.

• Maintain all government documents: Fire Marshall, Health Department, Grease Trap, Backflows.

Supervisory Responsibilities 

None

Education and Experience

• High school diploma or equivalent required; an Associate's degree in Business Technology or related field preferred. 
• 10 years of previous experience in an administrative support role is preferred. 

Skills 

• Proficiency in Google Suite and Microsoft Office tools
• Excellent written and verbal communication skills
• Capable of working independently and collaborating with others
• Exceptional organizational skills
• Strong interpersonal skills
• Flexibility
• Detail-oriented
• Adheres to the highest level of professionalism by demonstrating honesty, integrity, confidentiality, and maturity.
• Strong communication and interpersonal skills.
• Ability to work collaboratively with diverse groups of stakeholders.

Working Conditions and Environment 

• Intermittently lift, carry, push, and pull up to 25 pounds.
• Continuously see, sit, balance, grasp, and have repetitive use of arms, wrists, hands, and fingers; and some fine finger dexterity.
• Frequently talk and hear.
• Intermittently stand, stoop, bend, twist, crouch, kneel, crawl, walk, climb stairs, step stools and ladders, operate foot and hand controls, squeeze, and reach above shoulders.
• Exposure to dust, chemicals, fumes, flammables, grease, dirt, stacked materials, electrical equipment, machinery, low to medium noise levels, and moderate indoor heat and cold temperatures.
• Long or odd hours, as needed.