Facilities Assistant

About the role

This Contract position plays an important role in maintaining organized department processes, helping manage service requests, supporting compliance documentation, and assisting with resident-related facilities needs. The ideal candidate is comfortable working across multiple systems, communicating with residents and staff, and keeping projects, records, and daily tasks moving efficiently.

Responsibilities

• Support the Facilities Manager and Facilities Director with day-to-day administrative coordination for the department.
• Enter, monitor, and update staff and resident maintenance requests in the work order system, including status changes, completion details, and resource tracking.
• Prepare, organize, and maintain compliance records, inspection documents, reports, and other departmental files using Microsoft 365, spreadsheets, databases, and related platforms.
• Coordinate vendor and subcontractor visits by arranging access, scheduling work, and communicating with residents or internal teams as needed.
• Assist with purchasing activities, inventory records, accounts payable support, resident charge tracking, and shipping or receiving tasks.
• Help schedule special projects and follow progress to support timely completion and accurate documentation.
• Manage key control activities and maintain accurate records associated with access and security procedures.
• Use facilities and security-related systems effectively, asset management, access control, and related operational software.
• Partner with facilities leadership and cross-functional teams to support budgets, purchase orders, proposals, and capital project documentation.
• Contribute to onboarding support for new team members and provide responsive, attentive service to residents, staff, and visitors.

Qualifications

• Experience in facilities coordination, facilities administration, or a related support role.
• Working knowledge of computerized maintenance management systems, with the ability to manage and track work orders accurately.
• Proficiency with Microsoft 365 applications, including word processing, spreadsheets, and digital recordkeeping tools.
• Strong organizational skills with the ability to manage compliance documents, schedules, invoices, and multiple priorities at once.
• Effective communication skills for interacting with residents, staff, vendors, and department leaders in a detail-focused manner.
• Familiarity with purchasing support, inventory tracking, accounts payable processes, or budget-related administrative tasks.
• Ability to learn and use operational systems such as security platforms, asset management tools, and timekeeping software including Kronos.
• High attention to detail and a dependable approach to completing work accurately and on time.

Benefits

• Medical, vision, dental, and life and disability insurance
• 401(k) plan
• Free online training