Administrative Coordinator

Overview

This role provides comprehensive administrative support to the Planning, Design & Construction (PDC), Facilities Services, and Safety departments, as well as their respective directors. The position assists with the Facilities Management preventive maintenance system and collaborates with the Dude Solutions vendor and facility staff to troubleshoot software issues and ensure accurate information transfer. A key responsibility is streamlining workflows and developing efficient systems and procedures to enhance operational effectiveness.

Additionally, the role supports the Administrative Director of Facility Services and staff with file organization and management, contributing to the overall efficiency and reliability of departmental operations.

• Enter weekly time sheets accurately and in a timely manner
• Identify, create, and implement more efficient measures for position-related software
• Create and maintain reports, memos, and charts for Facilities, PDC, and Safety departments and staff
• Operate large-format scanners and printers
• Manage the electronic file system for Planning, Design & Construction (PD&C)
• Collaborate with staff to compile and prepare reports and spreadsheets

• High school graduate with strong computer literacy
• Five years of general office experience (preferred)
• Specialized training in office management
• Extensive knowledge of computer applications, including Excel, Word, PowerPoint, and Teams
• Experience managing appointments and calendars in Outlook
• Understanding of file management, facilities, and construction processes (preferred)