Facilities Administrative Assistant

Full-time, non-exempt position reporting to the Director of Facilities.

About the role

The Administrative Assistant will be the first point of contact for internal and external customers seeking support and information regarding facility operations and event coordination. Under the supervision of the Director of Facilities, this role coordinates with outside contractors, maintains records and contracts, schedules projects, and provides event-planning support. The role evaluates and prioritizes tasks, serves as a customer advocate for problem resolution, and leads departmental planning for school events.

Responsibilities

• Manage CMMS software system.
• Serve as the first point of contact for the facilities department and assist all campus constituents.
• Perform office tasks such as photocopying, compiling records, filing, tabulating, posting information, and scheduling.
• Maintain records, prepare forms, verify information, and resolve routine problems.
• Operate various office machines; handle incoming and outgoing mail and correspondence.
• Answer telephones, convey messages, and run errands.
• Process invoices and generate purchase orders for approval; order supplies as needed.
• Maintain facilities filing systems for vehicle information, pest management, boiler sheets, insurance information, etc.
• Order and maintain uniforms and manage relationships with outside vendors.
• Administer service response systems, including work orders, vehicle maintenance and repair, and insurance claims.
• Support campus activities to maintain a safe, clean, and conducive learning environment.
• Assist with fire drills, lockdowns, and other safety exercises.
• Coordinate daily operations of campus events, including setup, execution, and breakdown.
• Maintain inventory of equipment and supplies.
• Attend scheduled events to ensure customer needs are met at an exceptional level.
• Perform other duties as assigned.

Requirements

• Bachelor’s degree preferred.
• One to three years of administrative assistant or office experience.
• Experience with CMMS software programs.
• Excellent customer service skills and ability to interact with all campus community members.
• Proficiency in Microsoft Office applications (Word, Excel, Teams, PowerPoint, Outlook).
• Strong communication, interpersonal, and organizational skills.
• Ability to multitask, prioritize, and problem-solve in a busy environment.
• High standards for work areas and appearance; positive attitude.
• Ability to work a flexible schedule, if needed.
• Compliance with dress code requirements.

Physical Requirements

• Ability to lift and/or move up to 15 pounds.
• Physically able to maintain a shift with frequent walking, climbing, and descending stairs across campus grounds and multi-level buildings.
• Walking, standing, and sitting during work hours.

Benefits

• Competitive salary and benefits package.
• Paid time off.
• Paid holidays.

View detailed benefits information (not available in AR).

Schedule

• Full-time, day shift: Monday to Friday.
• 8-hour shift.