Facilities Administrative Assistant

Facilities Administrative Assistant

Seattle, Washington

Onsite

$26.56 - $31.25

Our client is the nation's largest operating foundation entirely focused on foster care. Work with other big-hearted advocates whose mission to provide, improve, and ultimately prevent the need for foster care is number one!

As the Facilities Administrative Assistant, you will play a key role in supporting daily office operations while creating a welcoming and professional environment for employees and visitors. In this role, you will balance front desk responsibilities with facilities coordination, including managing visitor check-ins, handling incoming calls and deliveries, monitoring office spaces, maintaining supplies, and responding to facility-related requests. You will also provide administrative support through mail distribution, employee access coordination, vendor communications, and invoice processing.

The ideal candidate is organized, detail-oriented, and proactive, with a customer service mindset and the ability to work independently while supporting a variety of administrative tasks and special projects.

Essential Duties and Responsibilities

• Serve as the first point of contact for employees, visitors, and vendors, providing a welcoming and professional reception experience.
• Manage front desk operations, including visitor check-ins, incoming calls, voicemail routing, and package deliveries.
• Conduct daily walkthroughs of office spaces to monitor cleanliness, lighting, supplies, and general facility conditions, identifying and reporting maintenance needs.
• Inspect conference rooms and shared spaces to ensure they are clean, organized, properly stocked, and ready for use.
• Monitor office supply inventory, coordinate replenishment, and ensure kitchens, breakrooms, and common areas remain well-stocked.
• Monitor and respond to facilities-related inquiries and requests, coordinating with property management, vendors, and internal teams to resolve issues.
• Oversee incoming and outgoing mail, package distribution, and shipping activities using internal mailroom systems.
• Assist with employee access and building services, including identification badges, new hire photos, commuter cards, and facility access requests.
• Coordinate administrative requests related to shared amenities, including the fitness center, bicycle storage, and freight elevator.
• Support vendor account administration, invoice processing, and maintenance of accurate billing and payment records.
• Maintain organized records of facilities requests, supply orders, vendor communications, and other administrative activities.
• Collaborate with facilities and administrative teams to support day-to-day office operations and ensure a safe, clean, and welcoming workplace.
• Other duties as assigned

Qualifications

• High school diploma or equivalent required; additional education or training in business administration, office management, or a related field preferred.
• Previous experience in reception, administrative support, facilities coordination, or a similar office environment preferred.
• Strong customer service skills with a professional, friendly, and approachable demeanor.
• Excellent verbal and written communication skills with the ability to interact effectively with employees, visitors, vendors, and property management teams.
• Strong organizational skills and attention to detail, with the ability to manage multiple responsibilities and prioritize tasks effectively.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
• Ability to operate standard office equipment, including multiline phone systems, printers, scanners, and mailroom equipment.
• Experience coordinating office supplies, managing inventory, and supporting general workplace operations preferred.
• Basic understanding of invoice processing, vendor account management, and administrative recordkeeping preferred.
• Strong problem-solving skills with the ability to identify facility-related concerns and coordinate appropriate solutions.
• Ability to work independently, demonstrate initiative, and remain productive during periods of lower activity.
• Flexibility to balance front desk responsibilities with facilities support, administrative tasks, and special projects.
• Ability to maintain confidentiality and exercise discretion when handling employee information and internal business matters.
• Willingness to perform routine office walkthroughs and assist with light physical tasks, such as stocking supplies and distributing packages.
• Dependable,…