Facilities Administrative Assistant

JOB SUMMARY:  

The Facilities Administrative Assistant supports financial processing, administrative operations, facilities coordination, and tenant relations. This role is responsible for accounts payable support, expense tracking, credit card reconciliation, lease administration, rent tracking, and invoice distribution as needed, while also providing administrative support to the Associate Director and backup support for facility rentals and vendor coordination. 

Works under the direction of the Director of Facilities/Associate Director and follows established procedures and guidelines. 

ESSENTIAL FUNCTIONS: 

Financial & Accounting Support: 
- Process accounts payable, invoices, and purchase requests in Microix 
- Code and reconcile credit card transactions 
- Track and follow up on missing receipts 
- Assist with reimbursements and expense reporting 
- Maintain organized financial records 
 
Tenant & Lease Administration: 
- Assist with preparing and coordinating lease documents for tenants 
- Follow up to ensure leases are signed and completed 
- Send out lease invoices to tenants in a timely manner 
- Track residential and commercial tenant rent payments 
- Follow up on outstanding rent and communicate with tenants in coordination with Facilities leadership 
- Maintain organized tenant and lease records 
 
Facilities & Vendor Support: 
- Assist in obtaining vendor bids and quotes 
- Track vendor communications and proposals 
- Support scheduling of maintenance and services 
- Maintain vendor documentation 
 
Event & Rental Backup: 
- Learn and support TripleSeat booking system 
- Assist with event scheduling and logistics as needed 
- Cultural Event support as needed. 
 
Administrative Support: 
- Support the Associate Director with administrative support and scheduling and coordination 
- Assist with reports and document preparation 
- Maintain organized files and tracking systems 
 
General Office Support: 
- Sort and distribute mail 
- Maintain filing systems 
- Perform general administrative tasks 

Include: Performs other related duties as assigned by the Director of Facilities/Associate Director 

ESSENTIAL QUALIFICATIONS: 

• High school diploma or equivalent required  

• 1–3 years of experience in administrative or office support roles preferred 

• Strong attention to detail 

• Organizational and time management skills 

• Strong communication skills 

• Ability to maintain confidentiality 

• Ability to follow up professionally with tenants and vendors 

• Willingness to learn financial systems and processes 

WORKING CONDITIONS: 

Works primarily in a general office environment at El Centro de la Raza’s Beacon Hill Historic Building, with occasional responsibilities across other organizational sites as needed. This position works a  minimum of 40 hours per week and may require a flexible schedule, including occasional early mornings, evenings, or weekends based on operational needs. All overtime must be approved in advance in accordance with organizational policy. May require local travel between sites. Valid driver’s license and ability to travel between sites may be required. 

Remote work eligible: Employee is expected to work primarily onsite at the Beacon Hill Historic Building, with the option for limited remote work (e.g., up to 1 day per week) based on workload and supervisor approval. Remote work is generally limited to administrative tasks such as data entry, reconciliation, and documentation. On-site presence is required for tenant coordination, vendor meetings, mail handling, and operational support. 

El Centro de la Raza reserves the right to change any or all conditions under which this position is permitted to work remotely or withdraw permission to work remotely with or without advance notice. 

PHYSICAL REQUIREMENTS: 

• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis  

• Ability to grasp, push, and pull objects such as files, file cabinet drawers, and office equipment; ability to reach overhead  

• Ability to operate telephone, desktop or laptop computer, and standard office equipment  

• Ability to lift up to 25 lbs  

• Ability to move throughout the Beacon Hill campus and other sites as needed  

• Ability to handle paperwork, files, and office materials for extended periods 

 
Equal Employment Opportunity and Accommodation Statement: 

El Centro de la Raza provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.  

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. 

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment to meet the requirements of the position. El Centro de la Raza will attempt to satisfy requests if the accommodation needed is reasonable and no undue hardship would result. 

El Centro de la Raza offers the following benefits to full-time/part-time staff: 

· Medical and Dental Insurance with competitive employee and family rates. 

· Basic Life insurance provided at no cost to employees; option to buy up for additional coverage. 

· 401(k) plan with 5% employer contribution; eligible to participants after six months of employment; eligible for employer contribution after first year of employment with El Centro. 

· 10 days of sick/safe pay time each calendar year (accrued by pay period); Eligible to take accrued leave after 90 days of employment. 

· Vacation accrued by pay period; start accruing upon hire; eligible to take after passing 6 months evaluation period. 

· 8 days of paid holidays have been established by El Centro de la Raza 5 days paid time off during the last week of December. 

· Employment Assistant Program for all employees, our EAP offers help with mental health, stress, grief and loss, illness or trauma, relationship conflicts, financial guidance, life adjustments, and more. 

Salary : $27 - $29