Facilities Administrative Assistant

Position Summary

The Facilities Administrative Assistant provides administrative and operational support to the Facilities department. This role is responsible for coordinating service requests, maintaining records, supporting vendor communications, and ensuring the efficient day-to-day administrative functions of facilities operations. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Serve as the primary administrative point of contact for Facilities, assisting faculty, staff, and vendors with inquiries and service requests
• Receive, log, and track work orders through the facilities management system; follow up to ensure timely completion
• Maintain accurate records of maintenance activities, inspections, compliance documentation, and service contracts
• Coordinate scheduling for preventative maintenance, inspections, and vendor services
• Prepare purchase requisitions, track invoices, and assist with budget monitoring and reporting
• Maintain inventory of supplies and assist with ordering materials and equipment
• Support vendor onboarding, including maintaining certificates of insurance and service agreements
• Assist with preparing reports, correspondence, and departmental communications
• Coordinate departmental meetings, maintain calendars, and take meeting notes as needed
• Support emergency response coordination by assisting with communication and documentation
• Ensure filing systems (electronic and physical) are organized and up to date
• Perform general administrative duties such as data entry, document preparation, and recordkeeping

Qualifications

Education & Experience:

• High school diploma or equivalent required; associate's degree preferred
• Minimum of 2-3 years of administrative experience, preferably in facilities, operations, or a related field

Skills & Abilities:

• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with work order or facilities management systems preferred
• Ability to manage multiple tasks and prioritize effectively
• Attention to detail and accuracy in recordkeeping
• Ability to maintain confidentiality and professionalism
• Customer service-oriented with the ability to interact effectively with a diverse population

Working Conditions & Physical Requirements

• Primarily office-based with occasional visits to campus facilities
• May require walking between buildings and light lifting (up to 20 lbs)
• Ability to sit for extended periods and work at a computer