Administrative Assistant - Facilities

Advocates; Framingham (MA); On-site; USD 26,000 - 30,000; Full time

Job summary

Advocates is seeking an Administrative Assistant to provide comprehensive administrative support to the Facilities department. You will manage clerical tasks, databases, invoices, and communications, ensuring timely updates to field staff and partner departments.

The role requires attention to detail, multi-tasking in a fast-paced environment, and proficiency with Word, Excel, and Outlook. A high school diploma or GED is required, and a valid driver’s license is needed to support fleet tasks.

Qualifications

• High school diploma or GED required.
• 1-2 years of administrative assistant experience recommended.
• Proficient with MS Word, Excel and Outlook.
• Strong organizational and communication skills.
• Ability to multi-task in a fast-paced environment.
• Must hold a valid driver’s license with access to a vehicle.

Responsibilities

• Handle voicemail and email routed from managers; read and route mail.
• Perform clerical duties: typing, filing, phones, copying, faxing, mailing.
• Maintain Facilities databases and manage work orders; track status.
• Process invoices; track costs and maintain copies.
• Order department supplies and equipment; arrange repairs as needed.
• Assist with agency vehicle fleet maintenance.
• Attend supervision and staff meetings; support team.

Skills

Database entry

Microsoft Word

Microsoft Excel

Microsoft Outlook

Multi-tasking

Detail-oriented

Driver's license

Professional demeanor

Education

High School Diploma/GED

Tools

MS Office Suite

Job description

Starting Rate: $19.00-$22.00

The Administrative Assistant is responsible for performing all administrative and daily office functions for the Facilities department. This position provides administrative support to all team members and has reporting functions across the department.

Who We Are

At Advocates, we provide comprehensive services for people facing developmental, mental health, or other life challenges.

We're a nonprofit, mission-driven organization with a person-centered approach, empowering the individuals we support to make choices, build independence, and live full, meaningful lives.

Our work is rooted in respect, compassion, and inclusion, and we envision a world where individual differences are appreciated and celebrated.

At Advocates, we value the ideas, experiences, and contributions of every employee and are committed to fostering a supportive, welcoming culture where people can learn, grow, and make a meaningful impact.

Minimum Education Required
High School Diploma/GED

Responsibilities

• Handles voicemail and e-mail forwarded from direct managers. Reads and routes incoming mail. Perform clerical duties for the department, such as typing, filing, answering phones, copying, faxing, and mailing.
• Maintain Facilities databases, to include scanning in documents and assigning work orders to field staff, track completion of work, and communication work status updates to partner service and support departments.
• Process all invoices; track costs and maintain copies of invoices and check requests
• Track, monitor and order all department supplies and equipment including cell phones, tablets, computers, etc. Arrange for repair and replacement as needed.
• Assist with agency vehicle fleet management to ensure maintenance is performed.
• Attends and actively participates in supervision and staff meetings.
• Ensure that clients are treated with dignity and respect in accordance with Advocates’ Human Rights policies and the Advocates Way Philosophy.

Advocates is committed to cultivating a diverse and welcoming community where everyone feels respected and valued. Advocates fosters a culture of inclusion that celebrates and promotes diversity along multiple dimensions, including race, ethnicity, sex, gender identity, gender expression, sexual orientation, partnered status, age, national origin, socioeconomic status, religion, ability, culture, and experience.

• High school diploma or GED and 1-2 years experience in an administrative assistant role.
• Ability to multi-task and work in a fast-paced environment.
• Must be highly organized with strong attention to detail and accuracy.
• Must be able to perform each essential duty satisfactorily.
• Demonstrated understanding of and competence in serving diverse populations.
• Experience with database entry, maintenance and report production.
• Must be highly proficient with Microsoft Word, Microsoft Excel, and Microsoft Outlook
• Ability to use office equipment such as scanner, digital camera, copier, printer and fax.
• Ability to maintain professional, pleasant, and helpful demeanor at all times.
• Must hold a valid drivers’ license. Must have access to an operational and insured vehicle and be willing to use it for work related tasks as requested.