Administrative Assistant Facility

CGL; Atlanta (GA); On-site; USD 35,000 - 55,000; Full time

Job summary

CGL, a leader in facility management, seeks an Administrative Assistant to support the Facility Manager and maintenance staff. The role involves various administrative duties such as scheduling, communication, and invoicing, serving as a key point of contact for customers and vendors. Ideal candidates will possess strong organizational skills and a customer-centric approach, contributing to efficient facility operations.

Benefits

Paid time off

Medical, dental, and life insurance

Retirement savings plan

Employee rewards programs

Qualifications

• 1-3 years of previous administrative assistant experience required.
• Must communicate effectively orally and in writing.
• Detail oriented, self-starter with strong organizational skills.

Responsibilities

• Assisting the Facility Manager with administrative tasks.
• Scheduling appointments and managing office communications.
• Processing vendor invoices and managing office inventory.

Skills

Customer Service

Communication

Time Management

Teamwork

Education

High School Diploma or GED equivalent

Associate's Degree

Tools

Microsoft Office

CMMS (Computer Maintenance Management System)

Job description

Must be able to pass pre-employment drug test and criminal background check

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 provides comprehensive contract facility maintenance services to commercial clients.

A Brief Overview
The Administrative Assistant (Facility) is responsible for providing administrative and office support for the Facility Manager and assigned maintenance staff, to include tasks such as assisting with scheduling meetings and data entry, and invoicing. This position is often the first point of contact for customers, vendors, and other visitors and as such must represent CGL by displaying outstanding professionalism and customer service.

What you will do

• Responds to incoming telephone calls and customer/vendor requests; communicates messages to maintenance team as necessary.
• Operates a personal computer to perform word processing and spreadsheet functions utilizing Microsoft Office products (Word, Excel, Outlook, etc.) and CMMS (Computer Maintenance Management System)
• Operates general office equipment such as printers, scanners, fax machines, copiers, etc.
• Assists the Facility Manager with new hire on-boarding by ensuring new hire has credential/log-in set up in all electronic platforms (Ultpro, MiHR, Outlook, CMMS)
• Supports and assists in the follow-up of employee safety and compliance training, including annual corporate training.
• Assists job applicants with completing facility background checks, as required.
• Orders office supplies as directed by the Facility Manager.
• Organizes and maintains general office files in an accurate and timely manner.
• Organizes and distributes maintenance staff mail.
• Manages the housekeeping of the office to ensure that it is presentable to visitors.
• Schedules appointments and meetings as requested; handles the logistics for meetings.
• Assists the Facility Manager with the preparation of meeting materials as necessary.
• Communicates effectively with Facility Manager, maintenance staff and others in written and oral form in order to facilitate the efficient exchange of information, coordination of work activities, and resolution of problems.
• Inputs and closes work orders for CMMS (Computer Maintenance Management System).
• Processes/Codes Vendor/Subcontractor invoices for payment.
• Provides real-time scheduling support by booking appointments and preventing conflicts as needed.
• Maintains polite and professional communication via phone, e-mail, and mail.
• Assists in training new hires on use of CMMS

Qualifications

• High School Diploma or GED equivalent Required and
• Associate's Degree Preferred
• 1-3 years of previous administrative assistant experience Required and
• 1-3 years of Accounts Payable experience Preferred
• Must communicate effectively both orally and in writing.
• Able to meet deadlines while handling several priorities.
• Must be a team player, have strong work ethic, positive attitude, and desire to succeed.
• Must be computer literate, and be proficient with Microsoft products (Word, Excel, and Outlook) as well as the use of office equipment (scanner, copier, etc.).
• Must be customer service oriented, and professional.
• Solid time management and organizational skills with attention to detail.
• Excellent teamwork and interpersonal skills.
• Ability to work independently.
• Requires a detail oriented, self-starter, who takes initiative, able to prioritize, and multi-task in busy environment.
• Ability to accept new responsibilities and adapts to changes in procedures and processes and work as a part of a team.
• Must demonstrate strong written and verbal communication skills and interpersonal skills, particularly the ability to communicate effectively with all levels of management and industry professionals.
• Skilled in executing multiple projects, handles several priority tasks, and meets deadlines.
• Works efficiently according to priorities.
• Notary License Preferred

Compensation
We are committed to offering competitive and equitable compensation. Final salaries will be determined based on factors such as geographic location, skills, education, licenses, certifications, and/or experience. In addition to these factors – we believe in the importance of pay equity. Hiring at the top of the range is reserved for exceptionally qualified candidates.We consider internal and external factors as a part of every final offer. We also offer a generous total compensation and benefits package.

Benefits
A competitive salary is only one part of your total rewards. We also offer a comprehensive benefits package, including paid time off, medical, dental, life and disability insurance, HSA/FSA accounts, retirement, rewards programs, and so much more!

Click Here for Benefits Overview
https://www.huntmilitarycommunities.com/careers/benefits

You must be able to pass a drug, background screen and physical abilities test/motor vehicle record check (if one is required per the position).


EEO/ADA
The Company and its affiliates provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.