Job Description

Administrative Assistant - Facilities

As an Administrative support to the Facilities Department, the Administrative Assistant - Facilities will perform a variety of clerical, data entry, and record-keeping duties pertaining to the day-to-day operation of the Facilities Department.

Key Responsibilities:

Develops and maintains databases, logs, and tracking systems including contractor resolution logs, and generator logs Prepares and distributes required reports as appropriate Manages in-house systems including inventory, PM (Preventative Maintenance) and PRR (Production Repair Reporting) Supports monitoring and tracking of open Facilities orders, service tickets, and projects Support maintenance and updating of spreadsheets pertaining to HVAC, plumbing, electrical repairs, and contractor schedules Maintains current list of open Facilities projects with service providers Maintains up-to-date records for building inspections, utility usage, shutdown logs, and equipment service reports Keeps vendor insurance certificate logs updated, and notifies appropriate leadership about upcoming renewals due Audit and inspection support Schedules and tracks departmental training General departmental file and records maintenance Other assigned tasks as necessary assigned by Management

Qualifications:

High School Diploma or equivalent Strong computer skills including Microsoft Office (Word, Excel, and Outlook), heavy emphasis on Excel Strong organizational and time management skills, and impeccable attention to detail Strong work ethic and sense of urgency along with the ability to juggle multiple ongoing and changing priorities * Previous administrative experience in Manufacturing Facilities Department, or Office Management experience in a trade-related business such as Construction, Plumbing, etc. would be ideal.