Administrative Assistant

Job Title:

Facilities Administrative Assistant

Job Description

The Facilities Administrative Assistant provides essential administrative and coordination support to the Facilities Department in a fast-paced, dynamic environment. This entry-level role is ideal for someone who enjoys organization, multitasking, and delivering excellent service while helping to ensure that facility-related needs are addressed promptly and effectively.

Responsibilities

+ Answer and direct incoming phone calls related to facilities requests and inquiries in a professional and courteous manner.

+ Manage and update facility work orders through the company's ticketing and work order system, ensuring accurate and timely data entry.

+ Schedule maintenance and repair services with internal teams and external vendors, coordinating appointments and access as needed.

+ Order, track, and maintain inventory of office, maintenance, and facility-related supplies to support ongoing operations.

+ Assist with organizing and maintaining departmental records, schedules, and documentation for easy access and audit readiness.

+ Monitor facility-related issues, emergencies, and building notifications, and promptly communicate relevant information to appropriate parties.

+ Coordinate with multiple functions within the Facilities Department, including IT, Maintenance, Fleet, and Food Services, to support seamless operations.

+ Follow up on open service requests and work orders to ensure timely completion and a high level of customer satisfaction.

+ Support special projects and ad hoc administrative tasks as assigned by the Facilities Department.

+ Prioritize and manage multiple tasks simultaneously while maintaining accuracy, attention to detail, and a high standard of work.

+ Provide front desk and general administrative support as needed, contributing to a welcoming and organized office environment.

+ Deliver responsive and courteous customer service to internal stakeholders and external partners.

Essential Skills

+ High school diploma or equivalent.

+ Comfort working with computers and the ability to learn and use ticketing and work order systems.

+ Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.

+ Strong organizational skills with the ability to manage and prioritize multiple tasks.

+ Effective verbal and written communication skills.

+ Ability to work independently with minimal supervision as well as collaboratively within a team.

+ Dependable and punctual, with a commitment to providing excellent service.

+ Attention to detail and accuracy in data entry, documentation, and record keeping.

+ Customer service skills with the ability to handle inquiries and requests professionally.

Additional

Skills & Qualifications

+ Previous experience in administrative support, customer service, or office support is preferred but not required.

+

Experience with administrative assistance, front desk support, and data entry.

+ Strong interpersonal and people skills, with the ability to build positive working relationships.

+ Organizational skills that support efficient handling of records, schedules, and supplies.

+ Reliable and proactive approach with a strong sense of accountability.

+ Comfort working in a dynamic environment with shifting priorities and multiple concurrent requests.

+ Customer-focused mindset with strong problem-solving abilities.

+ Ability to remain professional, composed, and organized while handling multiple requests and deadlines.

+ Interest in gaining experience across a broad range of facility operations and developing administrative and coordination skills.

Work Environment

This is an onsite position in a facilities-focused office environment, working Monday through Friday from 8:00 a.m. to 5:00 p.m. The role involves frequent interaction with internal departments such as IT, Maintenance, Fleet, and Food Services, as well as coordination with external vendors. You will work with computers, ticketing and work order systems, and standard office software to manage requests and documentation.

The environment is fast-paced and dynamic, with shifting priorities and a strong emphasis on organization, responsiveness, and customer service. Professional, neat attire is expected to maintain a polished and welcoming presence in the office.

Job Type & Location

This is a Contract to Hire position based out of Cromwell, CT.

Pay and Benefits

The pay range for this position is $21.00 - $21.00/hr.

Individual compensation offered for this position within this range…