Administrative Assistant Facility

Hunt Companies, Inc; Forsyth (GA); On-site; USD 32,000 - 42,000; Full time

Job summary

CGL Facility Management, LLC is seeking an Administrative Assistant (Facility) to provide essential office support to the Facility Manager and maintenance staff, including scheduling meetings, data entry, and invoicing. This role is often the first point of contact for customers and vendors, requiring professionalism and strong customer service.

You will handle phones, MS Office tasks, CMMS data entry, onboarding of new hires, safety training support, and coordination of meetings and files.

Qualifications

• High School Diploma or GED equivalent required.
• Associate's Degree preferred.
• 1-3 years of previous administrative assistant experience required.
• 1-3 years of Accounts Payable experience preferred.

Responsibilities

• Responds to incoming telephone calls and customer/vendor requests; communicates messages to the maintenance team when needed.
• Operates a PC using MS Office applications and CMMS for word processing, spreadsheets, and scheduling.
• Processes and codes vendor/subcontractor invoices for payment.
• Assists Facility Manager with onboarding, safety training coordination, and maintaining training records.
• Schedules appointments and meetings; prepares meeting materials and coordinates logistics.

Education

High School Diploma or GED

Associate's Degree

Tools

CMMS

Microsoft Office

Job 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 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 the 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, including printers, scanners, fax machines, and copiers.
• Assists the Facility Manager with new-hire onboarding by ensuring new hires have credentials/logins set up across 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 office housekeeping to ensure the office is presentable to visitors.
• Schedules appointments and meetings as requested; handles meeting logistics.
• Assists the Facility Manager with preparing meeting materials as needed.
• Communicates effectively with Facility Manager, maintenance staff, and others in written and oral form 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 the use of CMMS.

Qualifications

• High School Diploma or GED equivalent required
• Associate's Degree preferred
• 1-3 years of previous administrative assistant experience required
• 1-3 years of Accounts Payable experience preferred