Facilities Admin & Operations Specialist

Aqua Virginia; Pittsburgh (Allegheny County); On-site; USD 38,000 - 60,000; Full time

Job summary

Essential Utilities, Inc. is seeking a Facilities Administrative Assistant reporting to the Manager of facilities and Security to support daily operations across multiple divisions.

The role requires proficient Microsoft Office skills, strong communication, and the ability to handle multiple tasks in a fast-paced environment. Responsibilities include invoices processing, coordinating office services, supporting community events, maintaining records, and serving as a local coordinator for

Qualifications

• High School graduate or GED.
• Minimum of three years administrative and/or technical experience.

Responsibilities

• Perform administrative tasks across multiple applications and software programs.
• Provide accurate information and resolve issues/complaints from contractors, public officials, customers and other callers.
• Process invoices and assist with funding projects, vendor inquiries and payments; prepare deposits and statements.
• Answer incoming calls, forward messages and coordinate with supervisors/manager.
• Prepare letters, policies, meeting minutes, reports and emails for distribution.
• Enter data into financial, operational and compliance reports; maintain records.
• Sort, distribute, and manage mail and packages; maintain office supplies.
• Coordinate community events and liaise with local government and organizations; manage promotional materials.
• Coordinate and maintain service contracts and equipment; schedule maintenance; train staff as needed.
• Act as local coordinator for programs and initiatives including HR/benefit programs and United Way campaigns.
• Notarize documents as needed and maintain confidentiality.

Skills

Microsoft Office

Written Communication

Verbal Communication

Customer Service

Under Pressure

Multitasking

Team Player

Education

High School Diploma / GED

Job description

Essential Utilities, Inc. is seeking a Facilities Administrative Assistant reporting to the Manager of facilities and Security to support daily operations across multiple divisions.

The role requires proficient Microsoft Office skills, strong communication, and the ability to handle multiple tasks in a fast-paced environment. Responsibilities include invoices processing, coordinating office services, supporting community events, maintaining records, and serving as a local coordinator for