Facilities Administrative Assistant

Job Title Administrative Assistant - Facilities

Description

The administrative assistant performs various administrative and clerical duties and provides office support to designated supervisors, managers and departments. Primary duties include managing schedules, organizing files and documents, creating and maintaining accurate records, providing meeting support, preparing reports and other written documents, and providing general administrative support to team members.

Job Responsibilities

General clerical duties

• Provide administrative support to assigned departments and teams.
• Respond to and resolve administrative inquiries and questions.
• Retrieve information as requested from records, emails, minutes, and other related documents; prepare written reports or summaries of data when needed.
• Maintain filing systems as assigned.
• Draft and distribute written communications, including letters, memos, reports, and announcements in an effective and timely manner.
• Assist with maintaining facility/property data and related sub-asset data.
• Assist with maintenance and distribution of physical keys, fobs, and security access for employees
  
  
  

Department meeting oversight

• Coordinate and schedule meetings and appointments for assigned leaders.
• Prepare agendas and schedules for meetings.
• Record and distribute minutes or other records for meetings.
  
  
  

Office management

• Maintain office supplies and coordinate maintenance of office equipment.
  
  
  

Procurement

• Assist with creation of Purchase Orders and perform Receipt/Approval on department related invoices
• Coordinate utility services, accounts, and account data
• Assist with managing facility expense budgets and project data
  
  
  

Knowledge, Skills, and Abilities

• Dependable and punctual, able to excel with minimal supervision.
• Excellent communication skills as well as strong interpersonal and relationship skills.
• Highly organized and detail oriented.
• Ability to draft, revise, and edit communications.
• Filing and records keeping skills.
• Ability to work towards and reach deadlines.
• Strong computer proficiency with a working knowledge of Microsoft office products.
  
  
  

Education and Certificates

• High School Graduate or GED.
  
  
  

Physical Requirements

• Sedentary work, requiring lifting up to 10lbs.
• Repetitive motion associated with operating a computer and other office equipment.
• Inside, climate-controlled working conditions.