Administrative Assistant

Sylvania; Michigan; On-site; USD 45,000 - 60,000; Full time

Job summary

Sylvania is seeking a full-time, year-round Facilities/Maintenance Coordinator to streamline operations and manage departmental finances. The ideal candidate will coordinate communication between staff, vendors, and community stakeholders while ensuring effective key control and access management.

Applicants should possess strong organizational skills, proficiency in Microsoft Office and Google Workspace, and a background in supporting financial processes. This position offers benefits and necessitates passing background checks.

Qualifications

• Experience in an office environment, preferably supporting facilities, operations, finance, or maintenance functions.
• Ability to work independently, solve problems, and manage multiple priorities with minimal supervision.
• Experience with financial processes, including accounts payable, accounts receivable, budgeting, and invoice management.

Responsibilities

• Serve as the central point of contact for the Facilities/Maintenance department.
• Manage the district’s key control policy, building access, and security schedules.
• Process invoices and maintain accurate financial records.

Skills

Proficiency in Microsoft Office Suite

Proficiency in Google Workspace

Strong organizational skills

Excellent communication

Customer service skills

Tools

SchoolsOpen

ERP systems

CMMS software

Job description

At Wayland Union Schools we strive to teach, inspire and challenge our children to become caring contributors, lifelong learners, and critical thinkers prepared to embrace all of tomorrow’s opportunities.

We have established a student focused culture by encouraging collaboration with all employees. We are 1:1 with Apple iPads in grades K-12 and are able to provide our students with support and enrichment that will prepare them for college and/or the workplace. Would you like to be part of a district that only hires the elite to teach and inspire our future? It all starts here!

Qualifications

• Experience in an office environment, preferably supporting facilities, operations, finance, or maintenance functions.
• Strong organizational skills with exceptional attention to detail.
• Ability to work independently, solve problems, and manage multiple priorities with minimal supervision.
• Proficiency in Microsoft Office Suite and Google Workspace.
• Experience with financial processes, including accounts payable, accounts receivable, budgeting, and invoice management.
• Excellent communication and customer service skills when working with staff, vendors, and community members.
• Ability to maintain confidential information with professionalism and discretion.
• Experience with SchoolsOpen, ERP systems, or CMMS software preferred.

Responsibilities & Duties

• Serve as the central point of contact for the Facilities/Maintenance department, coordinating communication between staff, vendors, district leadership, and community stakeholders.
• Manage and maintain the district’s key control policy, building access, and security schedules.
• Coordinate facility reservation requests for district buildings from internal and external parties.
• Order maintenance parts, tools, building supplies, and office materials to support uninterrupted operational efficiency.
• Support the Facilities/Maintenance department budget by managing accounts payable, accounts receivable, and credit card reconciliations.
• Process invoices, prepare payments, reconcile deposits, and maintain accurate financial records.
• Manage departmental calendars, scheduling, filing systems, and document retention in compliance with district policies.
• Assist with personnel and compliance functions, including onboarding, interview coordination, and certifications.

Terms of Employment

Full-time, year-round position with benefits. Non-Affiliated position. Non-Affiliated Handbook. Subject to passing post offer background checks.