Administrative Assistant- Maintenance

JOB DESCRIPTION

GENERAL FUNCTION

The Facility Maintenance Administrative Assistant is responsible for and provides administrative support to the Maintenance Team; makes recommendations for improvements and develops work flow processes and procedures. The Administrative Assistant is a team player and demonstrates consistent high-level performance and maintains the utmost professional demeanor and highest level of confidentiality and trust.

MAJOR DUTIES AND RESPONSIBILITIES

• Work Order System - Megamation Software; Enter, track, assign, manage, and close maintenance work orders
• Purchasing Receiving supplies and parts
• Inventory & Cycle Counting
• Space Management – Set up of conference rooms, classes, office assignment, etc.
• Monitoring Vendor Processes/ Services with outside contractors for the Facility-Housekeeping, Food/Vending, Landscape, Pest Control, Janitorial, Waste Management, and more.
• Assumes additional responsibilities and perform special projects as needed or directed.
• Maintains various databases, spreadsheets, files, and/or filing systems; maintaining records or invoices.
• Assist the maintenance team in the training and team development
• Support, follow, and monitor all safety requirements / expectations
• Collaborate across departments throughout the facilities and other channels for administrative tasks and needs.
• Provides support for daily communications to senior leadership with regards to KPI Metric reporting and more
• Organizes and prioritizes daily administrative responsibilities, organizes multiple projects with the senior team effectively; ensures important matters receive top priority. Proactively manages department commitments and timelines such as project status updates, performance appraisals, etc.
• Maintain calendars and meeting agendas.
• Drafts correspondence as necessary and produces error-free and grammatically correct documents.
• Organizes and coordinate complex meetings and events as required.
• Anticipates and follows up on requests and issues with a proactive, problem-solving approach.
• Organizes and maintains files and sensitive information.
• Maintains a high level of confidentiality and exercises good judgment.
• Assists with generating and developing operational spreadsheets, forms, etc. as needed.
• Any other duties as deemed necessary required or requested by Leadership or the Operation.

BASIC QUALIFICATIONS

• Associates degree
• 5+ year’s administrative experience
• Advanced proficiency with Word, Excel, PowerPoint, Outlook, Visio, etc.
• Strong organizational and prioritization skills, and ability to balance multiple tasks
• Strong project management skills
• Ability to work independently and exercise sound judgment
• Advanced grammar and English skills

PREFERRED QUALIFICATIONS

• Bachelor’s Degree
• Materials Management Purchasing and Vendor Services
• 5-10 years of Administrative Management experience; proficient in Microsoft Office (Word, Excel, and PowerPoint)
• Excellent customer service, communications, and interpersonal skills
• Ability to work independently
• Demonstrates customer and employee sensitivity;
• Excellent written and verbal communications skills
• Strong critical thinking skills
• Strong data gathering and analysis; use of spreadsheets to crate tracking for metrics is a plus