Administrative Specialist for Facilities

Glenmeadow; Longmeadow (MA); On-site; USD 28,000 - 34,000; Part time

Job summary

Glenmeadow seeks a detail-oriented Administrative Specialist to provide temporary administrative support to our Facilities and Maintenance Department. This role will help improve organizational efficiency, maintain accurate records, and support daily workflows.

Strong computer skills, independence, and ability to manage priorities are essential. The position offers flexible hours, approximately 15 hours per week, with a two-month term.

Qualifications

• Two years of experience in office administration or a related field.
• Experience with database management or maintenance management software is a plus.
• High school diploma or equivalent preferred.
• Ability to follow written and verbal instructions and established policies.

Responsibilities

• Populate, update, and maintain records in Maintenance IQ, ensuring accuracy and completeness.
• Organize and maintain digital and physical files, maintenance records, and departmental documentation.
• Assist with data entry, document preparation, and administrative tracking.
• Support the organization and coordination of maintenance work orders and related documentation.
• Identify and communicate missing information, discrepancies, or outstanding administrative tasks.
• Provide general administrative support to the Assistant Director of Maintenance as needed.

Skills

Data entry

Microsoft Office

Organization

Communication

Customer service

Independence

Attention to detail

Confidentiality

Professionalism

Education

High school diploma or equivalent

Tools

Maintenance IQ

Maintenance management software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Administrative Specialist for Facilities

Assistant Dir. of Plant Ops Longmeadow, MA, US

Salary Range: $20.00 To $25.00 Hourly

Job Title: Administrative Specialist for Facilities Temporary Position | 2 Months Urgently Hiring

Reports to: Assistant Director of Maintenance

FLSA Status and Pay: $20 to $25 Based On Experience

Schedule: Flexible hours, approximately 15 hours per week

Summary

Glenmeadow is seeking a detail-oriented Administrative Specialist to provide temporary administrative support to our Facilities and Maintenance Department. This position will help improve departmental organization, maintain accurate records, and support daily workflows. The ideal candidate has strong computer skills, works independently, and can manage multiple priorities efficiently.

Essential Duties and Responsibilities

• Populate, update, and maintain records in Maintenance IQ, ensuring accuracy and completeness.
• Organize and maintain digital and physical files, maintenance records, and departmental documentation.
• Assist with data entry, document preparation, and administrative tracking.
• Support the organization and coordination of maintenance work orders and related documentation.
• Identify and communicate missing information, discrepancies, or outstanding administrative tasks.
• Provide general administrative support to the Assistant Director of Maintenance as needed.

Knowledge Skills and Abilities

• Strong computer skills, including proficiency with data entry and Microsoft Office applications.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication and customer service skills.
• Ability to work independently, manage competing priorities, and meet deadlines.
• Positive attitude, reliability, and strong work ethic .
• Ability to maintain confidentiality and demonstrate integrity and professionalism.
• Alignment with the mission and values of our nonprofit organization.

Education and Experience

• High school diploma or equivalent preferred.
• At least two years of experience in office administration, administrative support, or a related field preferred.
• Experience with database management, recordkeeping, or maintenance management software is a plus.
• Ability to follow written and verbal instructions and established policies and procedures.