Facilities Administrative Assistant

Healthcare Services Group, Inc; Greenwich (CT); On-site; USD 42,000 - 62,000; Full time

Job summary

HEALTHCARE SERVICES GROUP, INC. is seeking an Administrative Assistant in Facilities Operations. You will be the first point of contact for internal and external stakeholders, manage the CMMS system, coordinate with contractors, and support school events with scheduling and records management.

Under supervision of the Director of Facilities, you will help prioritize tasks, maintain documentation, and ensure a safe, well-organized campus environment through efficient administrative support.

Qualifications

• Bachelor's degree preferred.
• Experience with CMMS software is desirable.
• 1–3 years administrative assistant / office experience.
• Excellent customer service skills and ability to interact with all campus members.
• Proficiency in Microsoft Office applications (Word, Excel, Teams, PowerPoint, Outlook).
• Strong communication and interpersonal skills.
• Ability to multitask and prioritize in a busy environment.
• Good organizational and planning skills.

Responsibilities

• Serve as the first point of contact for the facilities department and campus constituents.
• Manage CMMS software system and scheduling tasks.
• Handle filing, records management, and document preparation; process invoices and create purchase orders.
• Coordinate daily campus events, setup, execution, and breakdown.
• Assist with safety drills and campus activities to maintain a secure, clean learning environment.
• Liaise with outside vendors and contractors as needed.
• Maintain inventory and filing systems for facilities-related information.
• Support department planning and task prioritization efforts.

Skills

Customer service

Interpersonal skills

Communication

Multi-tasking

Organizational skills

Problem solving

Education

Bachelor's degree

Tools

CMMS software

MS Office (Word, Excel, PowerPoint, Outlook)

Job description

Overview

HEALTHCARE SERVICES GROUP, INC .

CAMPUS SERVICES GROUP .

Job Description

Section 1: POSITION DATA

TITLE: Administrative Assistant DEPARTMENT: Environmental Services

REPORTS TO: Director of Facilities JOB CODE: JOB CODE: 37-3011

STATUS & GRADE: Non-Exempt

EMPLOYMENT : Full-time

Section 2: Position Summary.

The Administrative Assistant will be the first point of contact for internal and external customers seeking support and information regarding facility operations and event coordination. Under the supervision of the Director of Facilities, this role will coordinate with all outside contractors in support of facility operations and school events, including maintaining records and contracts, coordinating project activities, and providing scheduling support. Responsible for evaluating and coordinating service with the Facilities team, the Administrative Assistant will assist with evaluating task prioritization and serves as a customer advocate for problem resolution. The coordinator will be responsible as the lead for departmental planning efforts for school events.

Schedule: 8 hour shift

Day shift: Monday to Friday

Preferred Requirements

• Bachelor's degree
• Experience in education setting
• Experience with events planning / management
• Experience with administrative duties in facilities

Available Benefits For All Employees

• Competitive salary and benefits package.
• Paid time off
• Paid holidays
• Benefits

Benefits Link

Click here for more benefits information or copy this link: https://go-internal.hcsgcorp.com/l/1036773/2025-07-02/5xbpsq/1036773/17514637576MrQym5A/Employee_Benefits_for_Job_Descriptions__7_.pdf

• Not available in AR.

Responsibilities

• Manage CMMS software system
• Serves as the first point of contact for the facilities department and provides assistance to all campus constituents.
• Performs activities such as photocopying, compiling records, filing, tabulating, posting information and scheduling.
• Maintains records, prepares forms, verifies information and resolves routine problems.
• Operates various office machines.
• Opens and routes incoming mail, answers correspondence and prepares outgoing mail.
• Answers telephone, conveys messages and runs errands.
• Process invoices and generate purchase orders for approval, orders supplies as needed
• Maintain facilities filing systems for all related information such as vehicle information, pest management, boiler sheets, insurance information, etc.
• Responsible for ordering and maintaining needed uniforms and relationships with outside vendors.
• Responsible for administration related to service response system including but not limited to work order system vehicle maintenance and repair, insurance claims, etc.
• Provide support for campus activities and maintain a campus environment that is safe, clean, and conducive to learning.
• Assist fire drill, lockdown, and other safety exercises.
• Coordinate daily operations of assigned campus events to include setup, execution and breakdown.
• Maintain inventory of equipment and supplies.
• Attend scheduled events, as assigned, to ensure all needs of the customer are meet at an exceptional level
• Performs other duties as assigned

Qualifications

• Bachelor’s Degree preferred
• Experience in CMMS software program(s)
• One (1) to three (3) years administrative assistant / office experience
• Excellent customer service skills and ability to interact with all members of campus community
• Excellent computer skills with knowledge of Microsoft Office applications including Word, Excel, Teams, PowerPoint and Outlook
• Excellent communication and interpersonal skills
• Ability to multi-task and prioritize tasks in a busy environment, ability to problem solve
• Good organizational and planning skills
• Maintains high standards for work areas and appearance.
• Maintains a positive attitude.
• Ability to work a flexible schedule helpful.
• Must comply with any dress code requirements.

Physical Requirements

• Ability to lift and/or move up to 15 pounds
• Physically able to maintain a shift with frequent walking and climbing and descending numerous interior and external stairs and campus grounds including multi-level building facilities.
• Walking, standing, and sitting during work hours