Administrative Assistant- Building and Grounds

Administrative Assistant – Building and GroundsFLSA Classification Non-exempt

Reports to Director of Buildings and Grounds Date Revised  June 2026

Job Description Summary /Objective The Building and Grounds Administrative Assistant provides comprehensive administrative support to management in the Buildings and Grounds Department and serves as the primary point of contact for departmental communications and service requests.

This position is responsible for coordinating work order administration, processing departmental financial transactions and payroll, maintaining records and reporting systems, and supporting the department's daily and long-term administrative operations.

The position plays a critical role in ensuring efficient customer service and effective coordination of Building and Grounds maintenance and facilities operations across the College.

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Manage the daily administrative operations of the Buildings and Grounds office while promoting a high standard of customer service.

Serve as the primary point of contact for all faculty, staff, students, vendors, contractors, delivery personnel, and visitors seeking assistance from the department.

Prepare, compose, transcribe, and maintain departmental correspondence, reports, personnel documents, planning materials, spreadsheets, and other confidential administrative records.

Receive and process service requests submitted through the Buildings and Grounds Work Order Account and ensure requests are accurately documented and routed to the appropriate maintenance personnel.

Communicate with requestors regarding the status and completion of work orders and provide timely follow-up regarding actions taken.

Coordinate with supervisors and trades personnel to prioritize urgent requests, resolve scheduling conflicts, and facilitate communication regarding maintenance activities.

Maintain the department's computerized work management system and prepare reports regarding work order volume, completion rates, backlog status, and departmental workload.

Process vendor invoices, purchase documentation, billing statements, and departmental expenditures for payment in accordance with college policies and budget allocations.

Assist with budget preparation, budget reconciliation, expenditure tracking, and financial reporting for the department.

Assist Buildings and Grounds management with employee payroll and timekeeping records.

Assist with receiving and documenting material deliveries and coordinate distribution to appropriate staff.

Provide backup support for the Scheduling Coordinator during absences or periods of high workload.

Maintain organized departmental files and records in accordance with college retention policies.

Perform other duties as assigned to support departmental and institutional operations.

Competencies Excellent customer service and interpersonal skills.

Strong organizational and time management abilities.

Excellent verbal and written communication skills.

Ability to prioritize multiple assignments and meet deadlines.

Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and related software.

Ability to maintain confidentiality and exercise sound judgment.

Strong attention to detail and accuracy.

Ability to work independently while supporting a collaborative team environment.

Supervisory responsibilities

NoneWork environment

This position primarily operates in an office environment and routinely uses standard office equipment including computers, telephones, printers, and other office technology. Frequent interaction with maintenance personnel, campus departments, vendors, and visitors is required.

Physical demands

Prolonged periods of sitting and computer use.

Occasional standing, walking, bending, and reaching while performing administrative duties.

Ability to lift and carry office materials weighing up to 20 pounds occasionally.

Travel required

NoneRequired education and experience

High school diploma or equivalent.

Minimum of three (3) years of progressively responsible administrative office experience.

Proficiency with Microsoft Office Suite and database management software.

Strong keyboarding and data entry skills.

Excellent written and verbal communication skills.

Demonstrated ability to coordinate multiple priorities and maintain accurate records.

Ability to effectively coordinate and direct workflow among multiple stakeholders.

Preferred education and experience

Associate's degree or coursework in business administration or a related field preferred.

Five (5) or more years of administrative office experience.

Experience in facilities management, maintenance administration, dispatching, or work order management systems.

Experience working in higher education or a similarly complex organizational environment.

Additional eligibility requirements

None.

Work authorization/security clearance requirements

Must be authorized to work in the United…