Facilities Administrative Assistant

Willdan Group, Inc.; Anaheim (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

Willdan Group, Inc. is seeking an Administrative Assistant to support our Facilities department. This role coordinates schedules, responds to inquiries, prepares correspondence, and performs clerical tasks to keep daily operations running smoothly.

You will handle mail, meetings, travel, calendar management, and liaison with vendors, while maintaining a clean, organized office and providing professional service to staff and clients.

Qualifications

• Certificate from a college or technical school or equivalent experience.
• Ability to read and interpret documents and instructions.
• Strong written and verbal communication with staff and vendors.
• Proficient in MS Office suite and basic data entry.

Responsibilities

• Oversee day-to-day administrative tasks including mail, deliveries and supplies.
• Coordinate schedules, meetings, and travel arrangements for the department.
• Prepare routine correspondence and documentation with accuracy.
• Respond to inquiries and provide professional service to staff and clients.
• Maintain calendars, organize conference rooms, and support events.

Skills

Multi-tasking

Communication

Customer service

Organizational skills

Attention to detail

Education

College/technical certificate

Tools

Microsoft Office

Outlook

Data entry software

Job description

Willdan is seeking an Administrative Assistant to support our Facilities department. This role is responsible for coordinating schedules, responding to inquiries, preparing correspondence and documentation, and performing a variety of clerical and operational tasks that support daily department functions.

Essential Duties & Responsibilities

• Oversee and process day-to-day administrative tasks, including mail, overnight deliveries, packages, expense reports, checks, courier services, and office supply inventory.
• Provide prompt and professional service to internal employees and external clients.
• Perform filing, typing, data entry, and other clerical support functions as needed.
• Answer inquiries, direct calls to appropriate staff, take messages, and coordinate conference calls.
• Coordinate and schedule department meetings and travel arrangements.
• Maintain supervisor calendars and schedule meetings and conference rooms for the department.
• Compose, edit, and distribute correspondence, including letters, memoranda, and reports, in a timely manner.
• Provide administrative support through photocopying, filing, scanning, and faxing as needed.
• Coordinate with building property management regarding support requests, including building access cards, parking needs, janitorial services, HVAC adjustments, and day porter services.
• Resolve Facilities Help Desk and ServiceNow ticket requests, including key fob preparation and distribution.
• Communicate and coordinate with external vendors regarding office maintenance and facility-related services.
• Manage and update media programming systems as required.
• Prioritize and manage workflow effectively to ensure timely responses to service requests and department needs.
• Host and coordinate holiday events, employee functions, and catering arrangements.
• Arrange and coordinate maintenance for office equipment and safety supplies, including fire extinguishers and first aid kits.
• Maintain department vehicles, including coordinating maintenance, car washes, inspections, and refueling.
• Maintain a clean and organized work environment, including performing light housekeeping tasks as needed.
• Work independently and effectively on assigned projects in a fast-paced environment while adapting to changing priorities.

Job Requirements / Qualifications

• Certificate from a college or technical school with a minimum of one year of study; or three to six months of related experience and/or training; or an equivalent combination of education and experience.
• Ability to read and interpret documents such as safety guidelines, operating and maintenance instructions, and procedural manuals.
• Ability to prepare routine reports, correspondence, and administrative documentation.
• Ability to communicate clearly, professionally, and effectively with employees, vendors, and customers in both individual and group settings.
• Basic mathematical skills, including the ability to perform routine calculations and resolve practical problems within established procedures.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and other related software programs.
• Ability to prioritize and manage multiple tasks while adapting to changing priorities and deadlines.
• Ability to work effectively under pressure and adapt to changing business needs with a positive attitude.
• Strong verbal and written communication skills.
• Self-motivated, proactive, and capable of working effectively both independently and as part of a team.
• Ability to interact professionally and effectively with employees at all levels of the organization, including management and staff.

EEO Non-Discrimination and ADA Reasonable Accommodation Statement

Willdan is an equal opportunity employer.

Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances.

Willdan does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated.

Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

If you need reasonable accommodation for any part of the application and hiring process, please notify us.

Willdan Group, Inc. participates in E-Verify.