Construction and Facility Administrative Assistant

New Horizon Academy; Minneapolis (MN); On-site; USD 33,000 - 34,000; Full time

Benefits offered by this job

401K match

Health insurance

Dental insurance

Life insurance

Childcare discount

Paid time off

Holiday pay

Career advancement

Education/training

Job summary

New Horizon Academy in Minneapolis is seeking an Administrative Assistant to support day-to-day facility operations across our schools and corporate office. You will coordinate with vendors, internal staff, and maintenance teams to keep buildings safe, functional, and well maintained.

The role includes assisting with project logistics for remodels and new facilities, managing records, scheduling meetings, and processing invoices. Strong organizational and communication skills are essential.

Qualifications

• Associate degree in business administration or related field preferred.
• 1–2 years in a professional/administrative role.
• Strong organizational and communication skills; detail oriented.
• Proficient with MS Office suite and database software.

Responsibilities

• Supports leadership and facilities teams in daily operations.
• Coordinate with vendors and internal staff to address facility issues.
• Administer facilities software; generate and distribute reports.
• Assist with meetings, documentation and policy communication.
• Review vendor invoices and ensure contractual compliance.

Skills

Highly organized

Excellent communication

Time management

Multitasking

Education

Associate degree in business administration

Tools

Word

Excel

Outlook

PowerPoint

Databases

Job description

POSITION OVERVIEW This full‑time position is responsible for supporting all day‑to‑day facility‑related issues within the New Horizon Academy and Kinderberry Hill Early Childhood Education schools and at the corporate office. This includes direct liaison with schools, vendors, procurement, accounting and in‑house maintenance technicians. The Administrative Assistant will work with internal facility technicians and outside vendors to ensure the overall integrity and operational functionality of these facilities while maintaining aesthetics and safety standards. The Administrative Assistant will also assist in the design, permitting and construction phases in the development of new schools as well as for remodel projects. This position reports to the Vice President of Construction and Facilities.

Essential Functions

• Supports Vice President of Construction and Facilities, Construction Project Manager, Facilities Manager, Facility Maintenance Supervisor and Purchasing Manager. Provides corporate support to facility management field team.
• Collaborates with outside vendors and internal facility technicians to efficiently manage requests from schools to address facility-related issues including but not limited to building and outside repairs, lawn and snow removal work, waste management, monthly preventive maintenance, pest control and routine testing.
• Administrator of facilities software and database to manage work orders, manage vendors, and track building and fleet information. This includes generating and distributing necessary reports from facilities software.
• Collaborate with Administrative staff to organize meetings and events, compile facility grants and provide other facility‑related support as needed.
• Assist with documentation and communication of departmental policies & procedures.
• Communicates through direct contact and internal & external written correspondence to provide information and resolve issues within the department.
• Coordinates with vendors to provide building maintenance, enhancements and repairs. Responsible for reviewing and approving vendor invoices and for verifying that vendors are meeting their contractual agreements as established by the Purchasing Manager.
• Maintains department files, records, proposals, contracts as well as building plans.
• Attend regular facilities & construction meetings and follow up with action items; attend and coordinate other meetings and conference calls as assigned.
• Submit and track city submittals for remodels & new construction.
• Works with accounting to verify that all construction‑related pay applications and invoices are tracked properly.
• Schedules and coordinates testing and building inspections as needed for new and existing properties.
• Assists fleet and equipment manager with licensing, insurance and invoicing related to maintaining company‑owned vehicle.

Qualifications

• Associate degree in business administration, office administration, or a related field preferred.
• 1‑2 years of experience in a professional setting (preferably within an administrative role)
• Highly organized.
• Proficient in Word, Excel, Outlook, PowerPoint & various database software
• Excellent oral and written communication skills; ability to edit documents for accuracy
• Self‑starter and takes the initiative to improve processes
• Ability to determine priorities and manage multiple responsibilities
• Consistent attention to detail
• Ability to meet tight deadlines
• Flexible
• Team oriented; works well with others, but can also work independently
• Experience in a fast‑paced environment
• Excellent time management skills.
• Must pass the Applicant Background Study required by the Department of Human Services

Benefits

• Hourly Range: $24 - $25
• Fun, passionate, professional work environment
• 401K with Employer Match
• Health, dental and life insurance
• Childcare discount
• Paid Time Off and Holiday Pay
• Career advancement opportunities
• Continued Education Training

This position description is not intended to be and should not be construed as an all-inclusive list of responsibilities, skills, or working conditions associated with this position. While this description is intended to accurately reflect the position's activities and requirements, New Horizon Academy reserves the right to modify, add, or remove duties as necessary or desired. E.O.E.