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.

• 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.

• 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.

• 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.

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…