Facilities Administrative Assistant

JOB SUMMARY:

This position provides administrative and operational support to the Director of Facilities and the Facilities departments, including Buildings & Grounds and Accommodations. The position coordinates departmental administration, work-order systems, purchasing, project documentation, financial tracking, compliance records, scheduling, and other processes necessary to support efficient Facilities operations.

• Provides administrative and operational support for the Buildings and Grounds, Accommodations and Building Projects.
• Orders, receives and inventories necessary FF&E and coordinates vendor scheduling for Building projects.
• Organizes, schedules and tracks on demand and preventive maintenance work orders through theCMMS.
• Coordinates operation of Facilities offices and ensures business is carried out in a professional, efficient, and safe manner.
• Handles phone calls and problem solves as necessary.
• Coordinates and tracks departmental payroll, contracts, budgets, calendars, invoices, and payment approvals.
• Coordinates the new hire pipeline, prepares onboarding materials and files and communicates with Human Resources for onboarding of newly hired personnel.
• Tracks and maintains all departmental training certifications to ensure compliance with the Safety Committee and OSHA requirement.
• Keeps the SDS Book current and up to date.
• Maintains departmental records and files and documentation as directed.
• Coordinates with Department Directors to track andfile all regulatory items such as county, state, and federal permits, plans, and reports in a timely manner.
• Assists the Director with ordering, receiving, and tracking departmental inventory as needed.
• Maintains departmental calendars, deadlines, action items, and recurring administrative requirements to ensure timely follow-through.
• Performs other tasks as assigned.

• High school diploma or equivalent. Associate degree strongly preferred.
• 3-5 years of administrative, facilities, project coordination, or related experience preferred.
• Experience with CMMSand/or project management software preferred
• Proficient in Microsoft Excel and other Microsoft Office applications

• Uphold and support the Mission, Vision and Core Values of Forest Home.
• Assume responsibility for initiating a pleasant atmosphere by displaying a professional attitude through performance, appearance, and demeanor.
• Ability to hear from God and pray for people, both in person and on the phone
• Actively supports and participates in the staff spiritual life activities.
• Flexibility and willingness to perform a variety of tasks.
• Signed statement of faith.
• Maintain regular, timely attendance.
• Ability to relate to all types of individuals in a gracious manner.
• Be a self-starter.
• Servant heart and Christ-like attitude.
• Strong computer skills.
• Excellent people service skills, with the ability to provide service and streamline processes without compromising the integrity of the department or Forest Home and its policies and procedures.
• Able to accomplish assigned projects utilizing highly developed communication (written and verbal), project management, and time management and collaboration skills.
• Able to maintain confidentiality with handling sensitive information.

This position DOES NOT have supervisory responsibilities.

The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential functions.

While performing the duties of this job the employee is regularly required to stand, walk, sit, and requires sufficient hand, arm, and finger dexterity to operate office machines. Requires mild physical work; some lifting, pushing, or pulling of objects over 20 pounds. Requires visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person or over the phone.

The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. This job description will be reviewed periodically as duties and responsibilities change with business necessity.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work involves moderate exposure to…