Administrative Assistant

Job Title:
Facilities Specialist (Administrative Assistant)

Location:
Tiffin, OH 44883 (ONSITE)

Pay Range: $23 – 24.81/Hr. On W2 (Depending on Experience/Interview)

Duration:
Contract Role (Possible Extension or Temp to Hire for Right Candidate)

Available

Schedule:

Monday to Friday 07:00 AM to 03:30 PM

We are seeking a detail-oriented and highly organized Facilities Specialist to support a small facilities maintenance team consisting of two technicians.

This role will be responsible for providing administrative and operational support to ensure facilities work orders, procurement activities, vendor coordination, and maintenance requests are handled efficiently and accurately.

The Facilities Specialist will work closely with internal clients, technicians, vendors, and third-party contractors to coordinate services and ensure work orders are completed in a timely manner.

This position will also provide remote administrative support to another site as needed.

• Provide day-to-day administrative support for the facilities and maintenance team.
• Enter, update, track, and maintain facilities work orders.
• Coordinate procurement activities, including ordering supplies and materials required for maintenance activities.
• Create work orders for third-party contractor services and ensure the associated purchase orders are processed and sent to vendors.
• Coordinate with vendors, contractors, clients, and internal teams to support timely completion of work orders.
• Monitor work orders and follow up on outstanding requests to ensure completion.
• Process and organize emails, documentation, invoices, and other facilities-related records.
• Scan, file, and maintain accurate electronic and physical documentation.
• Utilize facilities and procurement systems such as MyBuy and Service Insight.
• Provide administrative and facilities support to another site remotely when needed.
• Assist with reporting, data entry, spreadsheets, presentations, and other administrative tasks.
• Use Microsoft Teams and other Microsoft Office applications to communicate and manage information.
• Maintain a high level of accuracy and attention to detail while handling multiple priorities.
• Support the facilities team with additional administrative duties and special projects as required.

• 2–4 years of administrative or related professional experience; approximately 5 years of administrative experience is preferred.
• High school diploma or equivalent required.
• Strong administrative, organizational, and time-management skills.
• Excellent attention to detail and accuracy.
• Strong typing, filing, documentation, and data-entry skills.
• Ability to read and interpret emails and determine appropriate actions or follow-up.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Positive attitude and professional approach to working with clients, vendors, contractors, and team members.
• Proficiency with Microsoft Office Suite, including Excel, PowerPoint, Outlook, and Microsoft Teams.

• Previous experience working in a hospital or healthcare environment.
• Familiarity with The Joint Commission (TJC) requirements or healthcare facilities compliance.
• Experience using MyBuy or similar procurement systems.
• Experience with Service Insight or facilities/work-order management systems.
• Administrative and organizational skills
• Data entry and documentation
• Procurement and purchasing coordination
• Work order management
• Vendor and contractor coordination
• Written and verbal communication
• Problem-solving and follow-up
• Ability to work independently and as part of a small team
• Positive, customer-focused attitude

Pride Global and it's affiliates offers eligible employee's…