Administrative Assistant Facility

CGL Companies; Waverly (VA); On-site; USD 35,000 - 50,000; Full time

Job summary

A leading company in facility management is seeking an Administrative Assistant to provide essential support to the Facility Manager and maintenance staff. The role involves scheduling, data entry, and ensuring effective communication with stakeholders. Candidates should possess strong organizational skills and a customer service orientation. This is a full-time entry-level position with competitive compensation and benefits.

Benefits

Paid Time Off

Medical Insurance

Dental Insurance

Life Insurance

Disability Insurance

HSA/FSA

Retirement Plans

Qualifications

• 1-3 years of administrative experience required.
• Effective communication skills and team-oriented attitude.
• Proficiency in Microsoft Office and office equipment.

Responsibilities

• Provide administrative support for the Facility Manager.
• Respond to incoming calls and requests.
• Assist with new hire onboarding and scheduling.

Skills

Communication

Organization

Customer Service

Time Management

Detail-oriented

Education

High School Diploma or GED

Associate's Degree

Tools

Microsoft Office

CMMS

Job description

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

What You Will Do

1. Respond to incoming calls and requests; communicate messages to maintenance team.
2. Use Microsoft Office (Word, Excel, Outlook) and CMMS for word processing, spreadsheets, and work order management.
3. Operate office equipment such as printers, scanners, and fax machines.
4. Assist with new hire onboarding, including credential and login setup.
5. Support safety and compliance training follow-up.
6. Assist with background checks for job applicants.
7. Order office supplies as directed.
8. Maintain office files and organize mail.
9. Manage office cleanliness and presentation.
10. Schedule and coordinate meetings and appointments.
11. Prepare meeting materials and support documentation.
12. Communicate effectively with all stakeholders.
13. Input and close work orders in CMMS.
14. Process vendor invoices for payment.
15. Support scheduling needs and maintain professional communication.
16. Assist in training new hires on CMMS use.

Qualifications

1. High School Diploma or GED required; Associate's Degree preferred.
2. 1-3 years of administrative experience required; Accounts Payable experience preferred.
3. Effective communication skills, ability to meet deadlines, and a team-oriented attitude.
4. Proficiency in Microsoft Office and office equipment.
5. Customer service orientation and professionalism.
6. Strong organizational and time management skills.
7. Ability to work independently and handle multiple priorities.
8. Detail-oriented, proactive, and adaptable.
9. Excellent interpersonal and communication skills.
10. Notary License is a plus.

Compensation & Benefits

Competitive salary based on experience and qualifications. Benefits include paid time off, medical, dental, life and disability insurance, HSA/FSA, retirement plans, and more. Click here for benefits overview.

Must pass drug, background, physical, and motor vehicle record checks as applicable.

EEO/ADA

We are an equal opportunity employer. Reasonable accommodations are available for individuals with disabilities.

Additional Details

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industry: Facilities Services