Administrative Assistant Facility

Davita Inc.; Richmond (VA); On-site; USD 35,000 - 50,000; Full time

Job summary

A leading facility management company is looking for an Administrative Assistant to support the Facility Manager and maintenance staff. The role involves responding to customer inquiries, managing schedules, handling invoicing and ensuring efficient office operations. Candidates should possess strong organizational skills and a customer service-oriented attitude, with proficiency in Microsoft Office being essential.

Qualifications

• 1-3 years of administrative assistant experience required; Accounts Payable experience preferred.
• Effective verbal and written communication skills.
• Ability to meet deadlines and handle multiple priorities.

Responsibilities

• Respond to calls and requests from customers/vendors.
• Schedule appointments and meetings, handle logistics.
• Input and close work orders in CMMS.

Skills

Customer service

Communication skills

Organization

Time management

Education

High School Diploma or GED

Associate's Degree

Tools

Microsoft Office

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 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 maintenance staff, including scheduling meetings, data entry, and invoicing. This role is often the first point of contact for customers, vendors, and visitors, requiring professionalism and excellent customer service.

What you will do

• Respond to incoming calls and requests from customers/vendors; communicate messages to the maintenance team.
• Use Microsoft Office (Word, Excel, Outlook) and CMMS for word processing, spreadsheets, and data management.
• Operate office equipment such as printers, scanners, fax machines, and copiers.
• Assist with new hire onboarding, including setting up credentials in electronic platforms (Ultpro, MiHR, Outlook, CMMS).
• Support employee safety and compliance training follow-up.
• Assist job applicants with background checks as required.
• Order office supplies as directed.
• Maintain organized and accurate office files.
• Distribute maintenance staff mail and manage office housekeeping.
• Schedule appointments and meetings, handle logistics, and prepare meeting materials.
• Communicate effectively with team members and management to facilitate work and resolve issues.
• Input and close work orders in CMMS.
• Process vendor/subcontractor invoices for payment.
• Support scheduling by booking appointments and avoiding conflicts.
• Maintain professional communication via phone, email, and mail.
• Assist in training new hires on CMMS use.

Qualifications

• High School Diploma or GED required; Associate's Degree preferred.
• 1-3 years of administrative assistant experience required; Accounts Payable experience preferred.
• Effective verbal and written communication skills.
• Ability to meet deadlines, handle multiple priorities, and work independently.
• Proficiency with Microsoft Office and office equipment.
• Customer service-oriented and professional demeanor.
• Strong organizational skills and attention to detail.
• Excellent teamwork and interpersonal skills.
• Time management skills and ability to prioritize tasks.
• Willingness to adapt to new responsibilities and procedures.
• Strong communication skills for interaction at all organizational levels.
• Ability to manage multiple projects and meet deadlines.
• Notary License preferred.

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.