Facilities Administrative Assistant

Job summary

This position provides administrative and operational support to the Director of Facilities and the Facilities departments, including Buildings & Grounds and Accommodations. The position coordinates departmental administration, work-order systems, purchasing, project documentation, financial tracking, compliance records, scheduling, and other processes necessary to support efficient Facilities operations.

Essential duties

AND RESPONSIBILITIES: Provides administrative and operational support for the Buildings and Grounds, Accommodations and Building Projects. Orders, receives and inventories necessary FF&E and coordinates vendor scheduling for Building projects. Organizes, schedules and tracks on demand and preventive maintenance work orders through the CMMS. Coordinates operation of Facilities offices and ensures business is carried out in a professional, efficient, and safe manner. Handles phone calls and problem solves as necessary. Coordinates and tracks departmental payroll, contracts, budgets, calendars, invoices, and payment approvals.

Coordinates the new hire pipeline, prepares onboarding materials and files and communicates with Human Resources for onboarding of newly hired personnel. Tracks and maintains all departmental training certifications to ensure compliance with the Safety Committee and OSHA requirement. Keeps the SDS Book current and up to date. Maintains departmental records and files and documentation as directed. Coordinates with Department Directors to track and file all regulatory items such as county, state, and federal permits, plans, and reports in a timely manner. Assists the Director with ordering, receiving, and tracking departmental inventory as needed.

Maintains departmental calendars, deadlines, action items, and recurring administrative requirements to ensure timely follow-through. Performs other tasks as assigned. EDUCATION and/or EXPERIENCE REQUIRED: High school diploma or equivalent. Associate degree strongly preferred. 3-5 years of administrative, facilities, project coordination, or related experience preferred. Experience with CMMS and/or project management software preferred Proficient in Microsoft Excel and other Microsoft Office applications QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability required.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Uphold and support the Mission, Vision and Core Values of Forest Home. Assume responsibility for initiating a pleasant atmosphere by displaying a professional attitude through performance, appearance, and demeanor. Ability to hear from God and pray for people, both in person and on the phone Actively supports and participates in the staff spiritual life activities. Flexibility and willingness to perform a variety of tasks…

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