Facilities Administrative Support

Job Title: Facilities Administrative Support

Department: Facilities / Maintenance

Reports To: Director of Facilities 

Job Summary:

The facilities administrative support provides administrative and clerical support to the facilities and maintenance departments. This role ensures smooth operations through clear communication, coordinating work orders, maintaining records, and supporting departmental staff and leadership.

Key Responsibilities:

Administrative Support

• Maintain department calendars, schedule meetings, and arrange logistics.

Work Order & Records Management on Web Based Program

• Maintain accurate records of maintenance activities, preventive schedules, and inventory using web-based programs.
• Receive and process work orders and emergency service requests.

Procurement & Budget Support on Web based Program 

• Track department expenditures and reconcile budget records.
• Assist with invoice processing and financial reporting.
• Order office supplies and prepare purchase order requests.

Communication & Customer Service

• Answer incoming calls, take messages, and route inquiries appropriately.
• Serve as the first point of contact for internal and external visitors.
• Handle requests and concerns with professionalism and courtesy.

Compliance & Safety

• Maintain confidentiality of sensitive information.
• Follow district safety protocols and emergency procedures.
• Ensure compliance with state, federal, and district regulations.

Work Schedule:

Full-time, Monday–Friday (6AM to 2:30 PM), with occasional weekends or school events.

Qualifications:

• High school diploma or GED required.
• 1–2 years of secretarial or administrative experience, preferably in a school or maintenance setting.
• Proficiency in Microsoft Office (Word, Excel), data entry, and file management.
• Strong organizational, communication, and multitasking skills.
• Knowledge of basic bookkeeping and office procedures.