Administrative Assistant - Facilities

About the 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.

Responsibilities

• Maintains lease portfolio records, critical dates, renewals, rent schedules, lease contracts, property files, easements, surveys and plans.
• Captures and coordinates communication with landlords, brokers, attorneys, property managers, vendors, contractors, and internal stakeholders.
• Serves as the point of contact for 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.

Essential Job Competencies

• Safety: Fully supports, encourages and follows safe work behavior, and considers safety of paramount importance in the workplace.
• 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.
• 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.

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.

Qualifications

• Formal Education: High School diploma or GED
• Experience: 5+ years Required / Credentials
• Education and Experience: Able to easily and effectively comprehend written material and communicate orally and in writing with employees, vendors, landlords, brokers, and customers. Must possess strong interpersonal, organizational, communication, and problem-solving skills. Proficient in Microsoft Office, SharePoint, document management systems, and records administration. Able to maintain confidential and sensitive information with professionalism. Not Required But Highly Desired Criteria 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.

Updating of Knowledge

Job requirements occasionally change requiring re-training to stay current every 3-5 years.

Responsibility for Change, Innovation, Overall Improvement, and/or Effectiveness

Problem Solving: Job requires problem solving ability, established examples / guidance are not always available

Creativity: Job requires some creativity to generate solutions or improve effectiveness within well-established boundaries.

Autonomy: Job is regularly monitored to determine outcomes. Assignments allow some discretion in decision making and setting priorities within well-established parameters.

Working Environment

• Stress Load: Occasional exposure to these stresses (less than 20% of the time).
• Workload Fluctuation: Job rarely involves changes in priorities, complexity and/or quantity of work.
• Work Schedule: Work is routinely performed during regular business hours with rare exceptions.

Physical Demands

• O Climbing
• F Balancing
• F Stooping
• F Kneeling
• F Crouching
• F Crawling
• O Reaching
• F Standing
• F Sitting
• F Walking
• O Talking
• O Hearing
• O Pushing - Up to 25 lbs.
• O Pulling - Up to 25 lbs.
• O Lifting - Up to 25 lbs.
• O Pushing - Over 50 lbs.
• O Pulling - Over 50 lbs.
• O Lifting - Over 50 lbs.

Environmental Conditions

• O Extreme cold
• O Extreme heat
• O Noise sufficient noise to cause the worker to shout to be heard above the ambient noise level
• O Vibration Exposure to oscillating movements of the extremities of whole body.
• O Hazards Includes a variety of physical conditions (i.e. proximity to moving mechanical parts, electrical current, working in high places, exposure to heat and/or chemicals).
• O Atmospheric conditions One or more of the following conditions that affect the respiratory system or the skin
• O Oils
• O Air particulates / contaminants the worker is required to wear respirator.

Organizational Impact

A person's performance in this job has considerable immediate impact on expense, efficiencies or achievement of overall department objectives.

Supervisory Responsibility

Job has no subordinates / no supervisory responsibility (may work independently or as a member of a team)

Equal Opportunity Employer

RING POWER CORPORATION, INC. IS AN EQUAL OPPORTUNITY EMPLOYER