Administrative Assistant - Facilities Management

Job Title: Administrative Assistant - Facilities 

Department: Facilities

Job Category: Administration

FLSA: Non-exempt

Payroll: Hourly ($17/hour )

Hours: 7:00 a.m. – 4:00 p.m. (Mon- Fri); occasional weekends as needed

Reports to: Facilities Manager

General Summary

The role of the Facilities Administrative Assistant is to ensure that all administrative tasks for the department are completed in a timely manner. The Facilities Administrative Assistant provides both administrative support and hands-on assistance for the smooth day-to-day operation to include handling tasks like managing supplies, coordinating set ups for meeting rooms, coordinating minor repairs, and facility rentals.

Minimum Education

• Associate Degree or higher with 2 years of administrative experience preferred 
• High School diploma with minimum of 4 years of administrative and front facing customer service experience

Required Skills and Experience

• Strong organizational and time management skills to handle multiple tasks and coordinate activities.
• Good verbal and written communication skills for interacting with staff, vendors, and visitors. 
• Physical stamina and manual dexterity for tasks like moving furniture, performing minor repairs, and maintaining grounds, if needed
• Ability to work independently and as part of a team to ensure the smooth functioning of the facility. 
• Basic knowledge of maintenance and cleaning procedures. 

• Proficient in Microsoft Office products
• Experience using multi-line telephone system
• Excellent written, oral communication and interpersonal skills
• Ability to connect with diverse people and organizations
• Ability to fully embody organizational Employee Core Values

• Servant-heart: Displays Christ-like character
• Respectful : Treats all with dignity
• Trustworthy: Behaves and speaks in a manner that builds trust
• Pursing Excellence : Stives to be better both individually, organizationally and in the community
• Collaborative : Works well with others
• D edicated : Works hard, passionately invests in ministry

General Duties and Responsibilities

Administrative Support

Handling incoming and outgoing mail, managing supply inventory, coordinating meetings, and providing general administrative support to the facilities team. 

Facility Maintenance

Performing minor repairs, ensuring the cleanliness of common areas and grounds, replacing light bulbs, and assisting with general upkeep. 

Operational Support

Setting up and dismantling meeting rooms, moving furniture and equipment, and assisting with office moves or relocations. 

Vendor & Work Order Management

Responding to repair requests, assisting with contractor coordination, and maintaining equipment and machinery. 

Logistics

Assisting with the delivery of goods, arranging transportation as needed, and maintaining fleet or office vehicles. 

Safety & Compliance

Ensuring facilities meet safety standards, assisting with health and safety compliance, and coordinating the security of the premises.

Other duties as assigned

  Job Specification

The list of Requirements, Duties, Responsibilities is not exhaustive but is merely the most accurate list for the current job. Management reserves the right to revise the job description and to require that other tasks be performed when the circumstances of the job change (for example, emergencies, changes in personnel, workload or technical development).

  Work Environment and Physical Demands

• Primarily at desk with some degree of standing or walking as needed per event.
• Extended periods of standing may be required depending on event
• Normal physical activity including some bending, pushing, pulling, and lifting as applicable to volunteer activities.