Administrative Assistant - Facility Maintenance

Job Summary

The Administrative Assistant will coordinate the business needs and support the oversight and achievement of administrative projects. The person in this role will help maintain a pleasant and efficient work environment, ensuring high organizational effectiveness, communication, and safety.

Responsibilities

• Maintains records, documentation, and files related to administrative operations and task management.
• Makes sure task progress is monitored, drafts and distributes periodic progress reports for management.
• Assists with office management issues such as supplies, equipment, and travel arrangements.
• Helps prepare agendas and maintain calendars as assigned.
• Supports computer duties, calendar coordination, and communication between departments.
• Helps track/logistics, maintenance, and procurement of assets, including file, office, and fleet equipment.
• Assists with various aspects of training activities, such as Safety, Equipment, and Policies.
• Performs other duties as assigned.

Facility Maintenance Duties

• Create and maintain spreadsheets for tracking Facility Maintenance needs.
• Administer tasks for the department using supporting software.
• Keep up and maintain the team SharePoint page.
• Coordinate with HR and Maintenance teams to assign and report on monthly trainings for Maintenance team members.

General Duties

• Manage sensitive matters with a high level of confidentiality and discretion.
• Ensure compliance with any company policies and procedures.
• Participate in workplace safety, workplace health, emergency procedures, and preparedness.
• Assist with transportation of items (e.g. supplies, equipment) between locations.

Skills and Abilities

• Exceptionally detail-oriented, organized, and focused on quality results.
• Highly proficient in Microsoft, Adobe/Bluebeam applications.
• Comfortable learning new software applications quickly and with little direct supervision.
• Possess a strong desire to keep IT-related skills relevant and useful.
• Excellent time management and communication skills.

Required Experience and Education

• A high school diploma/GED is required.
• Three (3) or more years of experience in office administration duties.
• Previous experience related to the construction industry is required.
• A valid driver's license is required.

Physical Requirements

• Must be able to work in an indoor office environment and an active outdoor construction site environment.
• Must be able to ascend and descend ladders and stairs, and work in confined spaces and in proximity to loud equipment.
• Must be able to traverse irregular and steep terrain.
• Must be able to work in various weather conditions and be exposed to dirt or dust.
• Must be able to wear the required personal protective equipment most of the day.
• Must be able to lift and carry 25lbs regularly and 50lbs occasionally.
• Must be able to work for long periods of time in front of a computer.