Administrative Assistant Facility

Hunt Companies, Inc.; Virginia (MN); On-site; USD 21,000 - 27,250; Full time

Job summary

CGL Facility Management, LLC is seeking an Administrative Assistant (Facility) to support the Facility Manager and maintenance staff. The role includes scheduling, data entry, invoicing, onboarding, and CMMS operations to keep facilities running smoothly.

The position requires 1–3 years of administrative experience, a high school diploma or GED, and strong communication skills. The candidate should be organized, detail-oriented, and able to multitask in a fast-paced environment.

Qualifications

• High School Diploma or GED required; Associate's degree preferred.
• 1–3 years of prior administrative assistant experience.
• 1–3 years of Accounts Payable experience preferred.
• Strong written and verbal communication; able to meet deadlines.

Responsibilities

• Provide administrative support to Facility Manager and staff.
• Assist with scheduling meetings and data entry; handle invoicing.
• Act as first point of contact for customers and vendors; maintain professionalism.
• Process and code vendor/subcontractor invoices for payment.
• Input and close work orders in the CMMS system.
• Organize files, mail, and supplies; manage office housekeeping.
• Assist onboarding and safety/compliance training for staff.

Skills

Effective communication

Multitasking

Team player

Time management

Education

High School Diploma or GED

Associate's Degree preferred

Tools

CMMS

Microsoft Office

Ultpro / MiHR / Outlook

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, including 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

• Respond to incoming telephone calls and customer/vendor requests; communicate messages to the maintenance team as necessary.
• Operate a personal computer to perform word processing and spreadsheet functions utilizing Microsoft Office products (Word, Excel, Outlook, etc.) and CMMS (Computer Maintenance Management System).
• Operate general office equipment, including printers, scanners, fax machines, and copiers.
• Assist the Facility Manager with new‑hire onboarding by ensuring new hires have credentials/logins set up across all electronic platforms (Ultpro, MiHR, Outlook, CMMS).
• Support and assist in the follow‑up of employee safety and compliance training, including annual corporate training.
• Assist job applicants with completing facility background checks, as required.
• Order office supplies as directed by the Facility Manager.
• Organize and maintain general office files in an accurate and timely manner.
• Organize and distribute maintenance staff mail.
• Manage office housekeeping to ensure the office is presentable to visitors.
• Schedule appointments and meetings as requested; handle meeting logistics.
• Assist the Facility Manager with preparing meeting materials as needed.
• Communicate 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.
• Input and close work orders for CMMS (Computer Maintenance Management System).
• Process/Codes Vendor/Subcontractor invoices for payment.
• Provide real‑time scheduling support by booking appointments and preventing conflicts as needed.
• Maintain polite and professional communication via phone, e‑mail, and mail.
• Assist 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
• 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, 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.
• Notary License preferred

Compensation

We are committed to offering competitive and equitable compensation. The hiring range for this position is generally between $21.92 to $27.25, exclusive of fringe benefits or potential bonuses. 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. Please keep in mind that the range mentioned above is the general Hiring Range for the role. 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!

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 provide 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.