Administrative Assistant Facility

Hunt Companies, Inc; Hawkinsville (GA); Vor Ort; USD 42.000 - 60.000; Vollzeit

Zusammenfassung

CGL Facility Management, LLC is seeking an Administrative Assistant (Facility) to support the Facility Manager and maintenance team. The role involves scheduling, data entry, and invoicing, serving as the first point of contact for customers and vendors, and representing the company with professionalism.

Responsibilities include CMMS data entry, onboarding assistance, training support, and coordinating meetings.

Qualifikationen

• High School Diploma or GED required.
• Associate's Degree preferred.
• 1 year of administrative assistant experience required.
• 1 year of accounts payable experience preferred.
• Strong communication skills and ability to meet deadlines.

Aufgaben

• Respond to calls from customers and vendors; relay messages to maintenance staff.
• Perform word processing and spreadsheet tasks using Microsoft Office and CMMS.
• Operate office equipment and manage general clerical duties.
• Assist Facility Manager with onboarding and credential setup for new hires.
• Support safety training and compliance tracking for staff.
• Process vendor invoices and close work orders in CMMS.
• Schedule meetings and coordinate logistics with the facility team.
• Maintain organized files and professional communication with stakeholders.

Kenntnisse

Communication

Multitasking

Team player

Microsoft Office

Detail oriented

Time management

Customer service

Independent worker

Ausbildung

High School Diploma or GED

Associate's Degree preferred

Tools

CMMS

Ultpro

MiHR

Outlook

Jobbeschreibung

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.

Education Qualifications

• High School Diploma or GED equivalent required.
• Associate's Degree preferred.

Experience Qualifications

• A minimum of 1 year of previous administrative assistant experience required.
• A minimum of 1 year of Accounts Payable experience preferred.

Knowledge, Skills, And Abilities

• Must communicate effectively both orally and in writing.
• Able to meet deadlines while handling several priorities.
• Must be a team player, have a strong work ethic, a positive attitude, and a 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, can prioritize, and multitasks in a busy environment.
• Ability to accept new responsibilities and adapt to changes in procedures and processes, and work as 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, handling several priority tasks, and meeting deadlines.
• Works efficiently according to priorities.

Licenses and Certifications

• 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://cglcompanies.com/careers/working-at-cgl/

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.