Administrative Assistant - Facilities

Primary Job Role

• Provides high-level administrative support to the Director of Facilities & Environmental, with primary emphasis on real estate administration, lease management and environmental compliance.
• Specializes in proactive executive calendar management, including meetings, appointments, expense reports, and travel arrangements. Strategically filters communication and handles confidential information with discretion.
• Maintains lease portfolio records, critical dates, renewals, rent schedules, lease contracts, property files, easements, surveys and plans.
• Coordinates communication with landlords, brokers, attorneys, property managers, vendors, contractors, and internal stakeholders.
• Supports real estate transactions, site evaluations, acquisitions, dispositions, due diligence documents and executive reporting for leadership review.
• Coordinates vendor scheduling, permits, purchase orders, deposits, invoices, service agreements, inspections, and regulatory reporting requirements.
• Maintains project records/timelines, SharePoint databases, Capital Expenditure documentation, and all department records and systems.
• Performs other duties as assigned.

• Safety fully supports, encourages and follows safe work behavior, and considers safety of paramount importance in the workplace.
• Job Specific Skills Demonstrates the required depth and mastery of knowledge and skill associated with the job as identified in the Learning Management System (LMS) and other applicable sources. Demonstrates the effective application of the job specific knowledge, skills and ability required to resolve job related challenges in the workplace. Refer to job specific training requirements for the job identified in the LMS.
• Fostering Teamwork Listens and responds constructively to other team members' ideas. Offers support for others' ideas and proposals. Is open with other team members about his/her concerns. Works for solutions that all team members can support.
• Communication Uses active listening skills, conveying information with the appropriate medium that is clear and easily understood. Uses feedback to verify effective and accurate communication has occurred. Ensures that others having a need to know are kept informed about developments, progress, problems and plans through consistent, effective communication. Avoids surprises.
• Results Oriented Has a strong sense of urgency and commitment to achieve desired results in the face of obstacles and frustrations. Remains focused, does not get bogged down in unnecessary detail. Identifies and utilizes the most efficient methods to successfully achieve tasks on time despite unforeseen events. Driven, maintains a sense of urgency and adjusts schedules as needed to achieve without sacrificing quality of work.
• Confidence and Drive Confident in one's own ideas and capability to be successful; willingness to take an independent position in the face of opposition. Approaches challenging tasks with a "can-do" attitude. Driven to see projects and tasks through to successful completion, is not swayed by resistance and focuses on achievement of the initiative.
• Credibility Demonstrated concern to be responsible, reliable, and trustworthy. Maintains commitments. Respects the confidentiality of information or concerns shared by others. Is honest and forthright with people. Takes personal responsibility for the quality and timeliness of work. Punctual, follows instructions, policies, and procedures.
• Self-Aware Conscious of one's own feelings, character and personality and the implications for how your behavior impacts others. Understands personal goals, strengths, weaknesses and motivating forces in one's life. Has an awareness of one's most important personal beliefs and values. Accepts personal weaknesses and works to improve these areas.
• Personal Development Takes responsibility for personal learning and development by acquiring and refining technical and professional skills needed in job related areas. Obtains developmental opportunities proactively. Actively seeks and embraces growth opportunities.
• Innovative Sees old problems as opportunities for creative problem solving while staying within the parameters of good practice. Develops and fosters better, faster, or less expensive ways to do things. Thinks in terms of desired outcomes, not just reactive, quick solutions. Energized by any challenge that stands in the way. Remains agile and adapts in a high degree of ambiguity.

• 1 to 3 years of experience in an administrative position performing duties in a closely related work environment.
• Proficient in the use of a computer, Microsoft Office products and relevant Dealer software programs.
• Associate's degree in Business, Real Estate, or related field preferred.
• 5+ years of executive administrative experience; commercial real estate, facilities, construction, or property management experience preferred.

In 1962, Ring Power Corporation became a full-line…