Administrative Assistant - Facilities

Administrative Assistant - Facilities

As an Administrative support to the Facilities Department, the Administrative Assistant – Facilities will perform a variety of clerical, data entry, and record-keeping duties pertaining to the day-to-day operation of the Facilities Department.

Key Responsibilities:

• Develops and maintains databases, logs, and tracking systems including contractor resolution logs, and generator logs
• Prepares and distributes required reports as appropriate
• Manages in-house systems including inventory, PM (Preventative Maintenance) and PRR (Production Repair Reporting)
• Supports monitoring and tracking of open Facilities orders, service tickets, and projects
• Support maintenance and updating of spreadsheets pertaining to HVAC, plumbing, electrical repairs, and contractor schedules
• Maintains current list of open Facilities projects with service providers
• Maintains up-to-date records for building inspections, utility usage, shutdown logs, and equipment service reports
• Keeps vendor insurance certificate logs updated, and notifies appropriate leadership about upcoming renewals due
• Audit and inspection support
• Schedules and tracks departmental training
• General departmental file and records maintenance
• Other assigned tasks as necessary assigned by Management

Qualifications:

• High School Diploma or equivalent
• Strong computer skills including Microsoft Office (Word, Excel, and Outlook), heavy emphasis on Excel
• Strong organizational and time management skills, and impeccable attention to detail
• Strong work ethic and sense of urgency along with the ability to juggle multiple ongoing and changing priorities
• Previous administrative experience in Manufacturing Facilities Department, or Office Management experience in a trade-related business such as Construction, Plumbing, etc. would be ideal.