Facilities Admin & Operations Specialist

Advocates; Framingham (MA); On-site; USD 26,000 - 30,000; Full time

Job summary

Advocates is seeking an Administrative Assistant to provide comprehensive administrative support to the Facilities department. You will manage clerical tasks, databases, invoices, and communications, ensuring timely updates to field staff and partner departments.

The role requires attention to detail, multi-tasking in a fast-paced environment, and proficiency with Word, Excel, and Outlook. A high school diploma or GED is required, and a valid driver’s license is needed to support fleet tasks.

Qualifications

• High school diploma or GED required.
• 1-2 years of administrative assistant experience recommended.
• Proficient with MS Word, Excel and Outlook.
• Strong organizational and communication skills.
• Ability to multi-task in a fast-paced environment.
• Must hold a valid driver’s license with access to a vehicle.

Responsibilities

• Handle voicemail and email routed from managers; read and route mail.
• Perform clerical duties: typing, filing, phones, copying, faxing, mailing.
• Maintain Facilities databases and manage work orders; track status.
• Process invoices; track costs and maintain copies.
• Order department supplies and equipment; arrange repairs as needed.
• Assist with agency vehicle fleet maintenance.
• Attend supervision and staff meetings; support team.

Skills

Database entry

Microsoft Word

Microsoft Excel

Microsoft Outlook

Multi-tasking

Detail-oriented

Driver's license

Professional demeanor

Education

High School Diploma/GED

Tools

MS Office Suite

Job description

Advocates is seeking an Administrative Assistant to provide comprehensive administrative support to the Facilities department. You will manage clerical tasks, databases, invoices, and communications, ensuring timely updates to field staff and partner departments.

The role requires attention to detail, multi-tasking in a fast-paced environment, and proficiency with Word, Excel, and Outlook. A high school diploma or GED is required, and a valid driver’s license is needed to support fleet tasks.