Administrative Assistant

Job Overview:

We are currently seeking a detail-oriented, proactive individual to fill the role of National Facilities Administrative Assistant. This position is pivotal in supporting the efficient operation of our facilities across the country as we continue our growth and modernization efforts. The ideal candidate will be highly organized, possess excellent communication skills, and be able to multitask effectively.

Key Responsibilities:

Administrative Support:

• Assist in coordinating administrative tasks related to facilities management on a national scale.
• Manage calendars, schedule meetings, and handle travel arrangements for the national facilities team.

Document Management:

• Maintain organized records of facility-related documentation, including contracts, permits, and maintenance logs.
• Assist in the preparation of reports and presentations as needed.

Communication:

• Serve as a point of contact for internal and external inquiries related to facilities.
• Facilitate communication between regional facilities managers and various departments.

Vendor Coordination:

• Assist in coordinating with vendors for facility services and ensure timely and accurate invoicing.
• Track vendor contracts and agreements.

Facilities Support:

• Provide general administrative support to the national facilities team.
• Assist in coordinating special projects and initiatives as directed such as TPM implementation and data entry

Qualifications:

• High school diploma or equivalent; additional administrative or facilities management training is a plus.
• Proven experience in an administrative support role.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to handle sensitive information with discretion.

Location:

• Hybrid – Working from the office or remotely is at the discretion of the Manager

Travel:

• Some travel will be required to support the Facilities team.