Facilities Maintenance - Administrative Assistant - Facilities Maintenance

Job Description

Posted Thursday, August 13, 2026 at 6:00 AM

Under general direction, performs advanced administrative work in support of the Department Director. Oversees contracts for capital projects and facilities maintenance and assists with the preparation of Request for Qualifications (RFQ), Request for Proposals (RFP), and bid packets. Processes and assigns work orders and provides administrative coordination for facility maintenance activities. Performs work requiring independent judgment and makes limited policy interpretations and decisions in accordance with department standards and procedures.

May exercise technical and functional supervision over lower-level staff.

• Answer phones and provide customer service to internal clients (other City departments).
• Process incoming work order requests; perform data entry into the Work Order software and assign work orders to the appropriate facility team.
• Open, sort, and distribute mail.
• Process purchase requisitions, payment invoices, and check requests in compliance with all City policies and procedures.
• Draft, route, and process construction contracts, maintenance agreements, and professional services contracts.
• Prepare routine and special reports; maintain a comprehensive filing system of the same.
• Assemble, organize, and tabulate statistical data.
• Maintain and control files of construction and maintenance projects.
• Assist with the annual budget development.

Perform other job related duties and responsibilities as assigned.

• Administrative practices and procedures.
• Principles of effective office management.
• Departmental policies, functions and procedures.
• Basic accounting procedures.

Create documents, presentations, and spreadsheets using Microsoft Office products.

Use “cloud-based” operations software for the efficient flow of work within the department.

For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:

Two years of experience in administrative coordination work is preferred.

A high school diploma or GED is required.

Supplemental training or college level course work in office technology, business administration or business management is preferred.

A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.

Essential duties require the following physical skills and work environment:

• Sedentary – lifting of no more than 10 pounds
• Light – lifting no more than 20 pounds; carrying up to 10 pounds
• Medium – lifting no more than 50 pounds; carrying up to 25 pounds
• Heavy – lifting no more than 100 pounds; carrying up to 50 pounds
• Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds

The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:

• N = No
• E = Extensive (100 – 70% of the time)
• M = Moderate (60 – 30% of the time)
• I = Infrequent (20 – 10% of the time)
• A = Almost Never (