Construction and Facility Administrative Assistant

About the Role

This full-time position supports all day-to-day facility-related issues within New Horizon Academy and Kinderberry Hill Early Childhood Education schools, as well as the corporate office. The role involves direct liaison with schools, vendors, procurement, accounting, and in-house maintenance technicians to ensure operational functionality, aesthetics, and safety standards. Additionally, the Administrative Assistant assists in the design, permitting, and construction phases for new schools and remodel projects.

This position reports to the Vice President of Construction and Facilities.

Responsibilities

• Supports the Vice President of Construction and Facilities, Construction Project Manager, Facilities Manager, Facility Maintenance Supervisor, and Purchasing Manager.
• Provides corporate support to the facility management field team.
• Collaborates with outside vendors and internal facility technicians to manage facility-related requests from schools, including building repairs, lawn and snow removal, waste management, preventive maintenance, pest control, and routine testing.
• Administers facilities software and database to manage work orders, vendors, and track building and fleet information, including generating and distributing reports.
• Collaborates with administrative staff to organize meetings and events, compile facility grants, and provide other facility-related support.
• Assists with documentation and communication of departmental policies and procedures.
• Communicates through direct contact and written correspondence to resolve departmental issues.
• Coordinates with vendors for building maintenance, enhancements, and repairs.
• Reviews and approves vendor invoices and verifies contractual compliance.
• Maintains department files, records, proposals, contracts, and building plans.
• Attends and coordinates facilities and construction meetings, following up on action items.
• Submits and tracks city submittals for remodels and new construction.
• Works with accounting to verify construction-related pay applications and invoices.
• Schedules and coordinates testing and building inspections for new and existing properties.
• Assists the fleet and equipment manager with licensing, insurance, and invoicing for company-owned vehicles.

Requirements

• Associate degree in business administration, office administration, or a related field preferred.
• 1-2 years of experience in a professional setting, preferably within an administrative role.
• Highly organized with excellent time management skills.
• Proficient in Word, Excel, Outlook, PowerPoint, and various database software.
• Excellent oral and written communication skills; ability to edit documents for accuracy.
• Self-starter with initiative to improve processes.
• Ability to determine priorities and manage multiple responsibilities.
• Consistent attention to detail and ability to meet tight deadlines.
• Flexible, team-oriented, and able to work independently.
• Experience in a fast-paced environment.
• Must pass the Applicant Background Study required by the Department of Human Services.

Benefits

• Hourly range: $24 - $25
• Fun, passionate, professional work environment
• 401K with employer match
• Health, dental, and life insurance
• Childcare discount
• Paid Time Off and Holiday Pay
• Career advancement opportunities
• Continued education training