Administrative Assistant

Russell Tobin; Tiffin (OH); On-site; USD 32,000 - 34,000; Part time

Benefits offered by this job

Healthcare coverage

401(k) retirement plan

Life & disability insurance

Employee discounts

Job summary

PrideGlobal is seeking a Facilities Specialist (Administrative Assistant) in Tiffin, OH to support a small facilities team onsite with additional remote duties as needed. The role manages work orders, procurement, vendor coordination, and documentation, ensuring timely completion and accurate record-keeping.

The ideal candidate brings 2–4 years of admin experience, strong Excel/Office skills, and a detail-oriented, proactive attitude.

Qualifications

• 2–4 years of administrative or related professional experience; approximately 5 years of administrative experience is preferred.
• High school diploma or equivalent required.
• Strong administrative, organizational, and time-management skills.
• Excellent attention to detail and accuracy.
• Strong typing, filing, documentation, and data-entry skills.
• Ability to read and interpret emails and determine appropriate actions or follow-up.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Positive attitude and professional approach to working with clients, vendors, contractors, and team members.
• Proficiency with Microsoft Office Suite, including Excel, PowerPoint, Outlook, and Microsoft Teams.

Responsibilities

• Provide day-to-day administrative support for the facilities and maintenance team.
• Enter, update, track, and maintain facilities work orders.
• Coordinate procurement activities, including ordering supplies and materials required for maintenance activities.
• Create work orders for third-party contractor services and ensure the associated purchase orders are processed and sent to vendors.
• Coordinate with vendors, contractors, clients, and internal teams to support timely completion of work orders.
• Monitor work orders and follow up on outstanding requests to ensure completion.
• Process and organize emails, documentation, invoices, and other facilities-related records.
• Scan, file, and maintain accurate electronic and physical documentation.
• Utilize facilities and procurement systems such as MyBuy and Service Insight.
• Provide administrative and facilities support to another site remotely when needed.
• Assist with reporting, data entry, spreadsheets, presentations, and other administrative tasks.
• Use Microsoft Teams and other Microsoft Office applications to communicate and manage information.
• Maintain a high level of accuracy and attention to detail while handling multiple priorities.
• Support the facilities team with additional administrative duties and special projects as required.

Skills

Administrative skills

Organizational skills

Time management

Attention to detail

Communication skills

Education

High school diploma or equivalent

Tools

MyBuy

Service Insight

Microsoft Office Suite

Job description

Job Title: Facilities Specialist (Administrative Assistant)

Location: Tiffin, OH 44883 (ONSITE)

Pay Range: $23 – 24.81/Hr. On W2 (Depending on Experience/Interview)

Duration: Contract Role (Possible Extension or Temp to Hire for Right Candidate)

Available Schedule: Monday to Friday 07:00 AM to 03:30 PM

Job Description:

We are seeking a detail-oriented and highly organized Facilities Specialist to support a small facilities maintenance team consisting of two technicians.

This role will be responsible for providing administrative and operational support to ensure facilities work orders, procurement activities, vendor coordination, and maintenance requests are handled efficiently and accurately.

The Facilities Specialist will work closely with internal clients, technicians, vendors, and third-party contractors to coordinate services and ensure work orders are completed in a timely manner.

This position will also provide remote administrative support to another site as needed.

Key Responsibilities

• Provide day-to-day administrative support for the facilities and maintenance team.
• Enter, update, track, and maintain facilities work orders.
• Coordinate procurement activities, including ordering supplies and materials required for maintenance activities.
• Create work orders for third-party contractor services and ensure the associated purchase orders are processed and sent to vendors.
• Coordinate with vendors, contractors, clients, and internal teams to support timely completion of work orders.
• Monitor work orders and follow up on outstanding requests to ensure completion.
• Process and organize emails, documentation, invoices, and other facilities-related records.
• Scan, file, and maintain accurate electronic and physical documentation.
• Utilize facilities and procurement systems such as MyBuy and Service Insight.
• Provide administrative and facilities support to another site remotely when needed.
• Assist with reporting, data entry, spreadsheets, presentations, and other administrative tasks.
• Use Microsoft Teams and other Microsoft Office applications to communicate and manage information.
• Maintain a high level of accuracy and attention to detail while handling multiple priorities.
• Support the facilities team with additional administrative duties and special projects as required.

Required Qualifications

• 2–4 years of administrative or related professional experience; approximately 5 years of administrative experience is preferred.
• High school diploma or equivalent required.
• Strong administrative, organizational, and time-management skills.
• Excellent attention to detail and accuracy.
• Strong typing, filing, documentation, and data-entry skills.
• Ability to read and interpret emails and determine appropriate actions or follow-up.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Positive attitude and professional approach to working with clients, vendors, contractors, and team members.
• Proficiency with Microsoft Office Suite, including Excel, PowerPoint, Outlook, and Microsoft Teams.

Preferred Qualifications

• Previous experience working in a hospital or healthcare environment.
• Familiarity with The Joint Commission (TJC) requirements or healthcare facilities compliance.
• Experience using MyBuy or similar procurement systems.
• Experience with Service Insight or facilities/work-order management systems.
• Administrative and organizational skills
• Data entry and documentation
• Procurement and purchasing coordination
• Work order management
• Vendor and contractor coordination
• Written and verbal communication
• Problem-solving and follow-up
• Ability to work independently and as part of a small team
• Positive, customer-focused attitude

PrideGlobal and it's affiliates offers eligible employee's comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

PrideGlobal and it's affiliates are an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

PrideGlobal and it's affiliates are a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates: Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.