Administrative Assistant, Facilities Services

wingspancaregroup; Shaker Heights (OH); On-site; USD 32,000 - 46,000; Full time

Benefits offered by this job

Healthcare

Education perks

403(b) retirement plan

PTO & holidays

EAP support

Fertility/IVF coverage

Childcare FSA

Pet insurance

Job summary

Wingspan Care Group is seeking an Administrative Assistant to support the Division of Facilities Operations. You will partner with division directors, managers and supervisors, and coordinate across IT, Finance and other departments to advance agency goals.

Key duties include ordering and tracking supplies, managing vendor invoices, maintaining vendor and equipment records, and supporting annual property portfolio documentation. This role requires detail-orientation and professional conduct.

Qualifications

• Bachelor’s degree preferred; in lieu of degree, equivalent education/work experience with a High School Diploma required.
• Skills: core expertise, cultural competency, interpersonal communication, professional conduct, collaboration, problem-solving.
• Experience: 5 years of office experience, coding, data entry, procurement, and working with contractors.

Responsibilities

• Provide administrative support to the Facilities Operations and Project Coordinator, including ordering supplies, completing Purchase Orders, tracking orders, and coordinating deliveries.
• Administer and support the Facilities Division’s departments and teams, and assist executives as needed.
• Maintain and update the department vendor database.
• Order facility-related supplies and furniture across the Agency and affiliates; manage office inventory records.
• Maintain office inventory records, seating charts and furniture tracking.
• Manage Agency accounts for copiers and postage machines; coordinate service and inventory.
• Process and code vendor invoices for payment and reconcile statements; create Check Requests when required.
• Annually maintain Property Portfolio document.

Skills

Office experience

Procurement

Data entry

Vendor management

Contractor coordination

Education

Bachelor’s degree preferred

High School Diploma required

Job description

BENEFITS:

At Wingspan, we prioritize our employees and their wellbeing. We provide competitive benefit options to our employees and their families, including domestic partners and pets.

Our offerings include:

• Healthcare:Comprehensive medical (free option available), dental, vision & FSAs
• Education Perks:50% CWRU MSW tuition discount & free supervision for licensed roles
• Financial Security:403(b) retirement plan with employer match
• Work-Life Balance:Generous PTO, paid holidays, and 24/7 EAP support
• Family Care:Fertility/IVF coverage, childcare FSA, and pet insurance

QUALIFICATIONS:

1. Education: Bachelor’s degree preferred. In lieu of degree, equivalent combination of education and work experience in conjunction with a High School Diploma required.
2. Licensure: n/a
3. Skills:

• Core Expertise: Possesses skill, knowledge, and abilities to perform the essential duties of their role; keeps knowledge up to date.
• Cultural Competency: Demonstrates awareness, sensitivity, and skills in working professionally with diverse individuals, groups and communities who represent various cultural and personal background and characteristics.
• Interpersonal Communication: Communicates clearly using verbal, nonverbal, and written skills in a professional context; demonstrates clear understanding and use of professional language.
• Professional & Ethical Conduct: Adheres to professional values such as honesty, personal responsibility, and accountability; applies ethical concepts within scope of work and adheres to Agency policies and procedures.
• Collaboration & Teamwork: Functions effectively as a member of a professional team that includes employees, clients, and family members.
• Problem-Solving & Decision-Making: Recognizes problems and responds appropriately; gathers information and sorts through it to identify and address root cause issues; makes timely decisions.

1. Experience: 5 years of office experience, coding, data entry, procurement, and working with contractors required. Must understand tool and equipment names, equipment functions, household, and maintenance items.

AGENCY SUMMARY:

Wingspan Care Group is a nonprofit administrative and management organization that provides a united, community-based network of services so member agencies can focus on mission-related goals. Our innovative model is designed to promote sustainability and advancement among its partner agencies by streamlining operations and eliminating redundancies – resulting in improvements to the delivery of direct service operations.

JOB SUMMARY:

The Administrative Assistant provides support to the Division of Facilities Operations team and works in cooperation with the division’s directors, managers, and supervisors. Further, the Administrative Assistant works integrally with various Agency departments, including but not limited to Information Technology and Finance, to further the department’s and Agency’s goals.

ESSENTIAL DUTIES:

1. Provide administrative support to the Facilities Operations and Project Coordinator, including but not limited to ordering Facilities department-related supplies, completing Purchase Order’s, tracking orders, and coordinating deliveries.
2. Administer and provide administrative support to the Facilities Division’s various departments and teams as well as on an as-needed basis to other executives and departments.
3. Maintain and update the department vendor database.
4. Assist with the ordering of facility related supplies and furniture across the Agency and affiliates, including office supplies, name plates and ancillary signage, basic item needs for new start-up locations, and carpet and office furniture.
5. Maintain office inventory records, including seating charts and office furniture tracking.
6. Manage Agency accounts for copiers and postage machines. Coordinate service and supplies for the machines as needed. Maintain and update the managed equipment inventory, including copier and other office equipment lease information.
7. Process and code vendor invoices for payment, and reconcile monthly credit card statements, including gas card and purchasing card statements. Create Check Requests with Finance as required.
8. Annually maintain Property Portfolio document.

OTHER DUTIES:

1. Attend scheduled staff meetings, supervision, and on-going training.
2. Maintain current all required training courses, certifications, and licensure in accordance with applicable licensing and accreditation regulations and standards.
3. Respect the privacy of clients and hold in confidence all information obtained during the client’s treatment. All client-related documents should be handled in accordance with Agency guidelines on confidential material.
4. Maintain confidentiality with regards to sensitive employee information obtained during and after employment.
5. Maintain high standard of ethical and professional conduct and adhere to Agency policies and procedures.
6. Other duties as assigned by management.

Wingspan Care Group ("Wingspan") is the not-for-profit parent company of Applewood Centers, Inc., Bellefaire Jewish Children’s Bureau, Bluestone Child & Adolescent Psychiatric Hospital, and Lifeworks. The mission of Wingspan is to provide organizational efficiencies at the operational, administrative, and fiscal levels for its subsidiary agencies so that they may focus on their respective missions. Wingspan is an Equal Opportunity Employer. Wingspan’s policy is not to discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information, or any other basis protected by applicable federal, state, or local laws. Wingspan also prohibits harassment of applicants or employees based on any of these protected categories.