Administrative Assistant

Job Title:

Facilities Administrative Assistant

Department:
Facilities

Reports To:

Facilities Manager

Work Location:

Anaheim, CA

The Facilities Administrator provides support to the Facilities Department and serves as a backup to the receptionist. This role ensures smooth daily operations and contributes to a welcoming and organized office environment. There is lots of room for upward mobility within this role and at the company.

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Provide coverage for the receptionist during breaks and days off.
• Learn and perform receptionist tasks, including:
  • Preparing USPS certified mail and Fed Ex shipping labels
  • Booking meeting rooms in Outlook
  • Answering incoming calls, determining the purpose, and directing calls to appropriate personnel.
  • Welcome on‑site visitors, announce them to staff, and ensure they check in properly.
• Provide information about the organization, including directions and contact details.
• Maintain a friendly, professional, and cooperative attitude in all interactions.
• Work effectively in a fast‑paced environment with varying daily tasks.
• Maintain office appearance, including:
  • Restocking and cleaning the latte machine
  • Tidying conference rooms (chairs, pillows, whiteboards, etc.)
• Assist with ordering group meals, and planning or hosting work lunches/parties.
• Support Facilities Managers and Coordinators with tasks such as:
  • Making copies
  • Booking meetings
  • Receiving invoices and submitting them for payment through Accounts Payable
  • Assisting Manager and Coordinators in any tasks or duties in support of their large projects, which may include maintaining their to‑do lists and updating the status
  • Serving as a liaison with the building management and office personnel
  • Serving as a point of contact for vendors such as cleaning company, plant service company, etc.

• High school diploma or GED;
  Bachelor Degree is a plus
• 1-3 years of related administrative experience along with proficiency in MS Word and Excel

• Occasionally required to stand, walk, sit, reach, climb stairs, balance, stoop, kneel, crouch, crawl, talk, hear, and traverse office areas.
• Ability to type, use 10‑key, operate telephones, and other office equipment.
• Ability to lift/carry up to 10 lbs regularly and 25 lbs occasionally.
• Visual acuity and hearing are sufficient to perform job duties.
• Ability to communicate effectively in writing and verbally with all levels of the organization.

• Personal computer, printer, telephone, cellular phone, copier, and other common office equipment

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.