Administrative Assistant Facility

MedStar Health; Atlanta (GA); On-site; USD 35,000 - 50,000; Full time

Job summary

A leading company is seeking an Administrative Assistant (Facility) to support the Facility Manager and maintenance staff by handling scheduling, data entry, invoicing, and customer service. This role is pivotal in facilitating communication between clients and vendors, and requires strong organizational and communication skills. The ideal candidate should have a background in administration, be proficient in Microsoft Office, and demonstrate excellent customer service orientation.

Qualifications

• 1-3 years of administrative experience required.
• Accounts Payable experience preferred.
• Desire to learn and adapt to new responsibilities.

Responsibilities

• Responding to calls and requests from customers and vendors.
• Assisting with new hire onboarding and credential setup.
• Managing office mail and ensuring the office is presentable.

Skills

Effective communication skills

Customer service orientation

Organizational skills

Attention to detail

Education

High School Diploma or GED

Associate's Degree

Tools

Microsoft Office

CMMS

Job description

Description

CGL is a provider of justice facility planning, design, and program management and maintenance solutions to justice facilities and other public facilities throughout the U.S. and internationally. CGL Facility Management, LLC offers comprehensive contract facility maintenance services to commercial clients.

A Brief Overview

The Administrative Assistant (Facility) supports the Facility Manager and maintenance staff by handling scheduling, data entry, invoicing, and customer service. This role is often the first point of contact for clients, vendors, and visitors, requiring professionalism and excellent customer service skills.

Responsibilities include:

• Responding to calls and requests from customers and vendors, communicating messages to the maintenance team.
• Using Microsoft Office and CMMS for word processing, spreadsheets, and data management.
• Operating office equipment such as printers, scanners, and copiers.
• Assisting with new hire onboarding, including credential setup in various platforms.
• Supporting employee safety and compliance training.
• Assisting with background checks for job applicants.
• Ordering office supplies and maintaining filing systems.
• Managing office mail and ensuring the office is presentable.
• Scheduling appointments and meetings, including logistics and material preparation.
• Facilitating communication among team members and management.
• Entering and closing work orders in CMMS.
• Processing vendor invoices for payment.
• Supporting scheduling needs and maintaining professional communication.
• Training new hires on CMMS use.

Qualifications

• High School Diploma or GED required; Associate's Degree preferred.
• 1-3 years of administrative experience required; Accounts Payable experience preferred.
• Effective communication skills, both oral and written.
• Ability to meet deadlines, prioritize tasks, and work independently or as part of a team.
• Proficiency in Microsoft Office and office equipment.
• Customer service orientation and professionalism.
• Strong organizational skills and attention to detail.
• Excellent interpersonal skills.
• Desire to learn and adapt to new responsibilities.
• Notary License preferred.

Equal Opportunity Employer. Applicants will be notified of their rights under federal employment laws. For more information, review the Know Your Rights notice from the Department of Labor.