Facilities Administrative Assistant

Healthcare Services Group Inc.; Locust Valley (NY); On-site; Full time

Job summary

A leading company is seeking an Administrative Assistant in Locust Valley to be the first point of contact for facility operations and event coordination. Responsibilities include managing records, supporting planning efforts, and ensuring smooth operations within the environmental services department. The ideal candidate will possess a bachelor's degree and have a strong background in customer service, problem-solving, and organizational skills. This position offers competitive salary and benefits.

Benefits

Competitive salary and benefits package

Paid time off

Paid holidays

Qualifications

• Bachelor's Degree required.
• 1-3 years administrative assistant experience preferred.
• Experience in CMMS software program(s) and events planning is beneficial.

Responsibilities

• Acts as first point of contact for facility operations.
• Coordinates with contractors and maintains records related to facility operations.
• Assists in planning and executing campus events.

Skills

Customer Service

Microsoft Office

Organizational Skills

Communication Skills

Problem Solving

Education

Bachelor’s Degree

Tools

CMMS software

Microsoft Office applications

Job description

Overview

CAMPUS SERVICES GROUP

JOB DESCRIPTION

TITLE: Administrative Assistant DEPARTMENT: Environmental Services

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

STATUS & GRADE: Non-Exempt

EMPLOYMENT: Full-time

Pay Rate: $25-32/hr

Location: 270 Duck Pond rd Locust Valley NY

Hours: Mon-Fri (7:30am-4pm)

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.

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 required
• 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

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

Benefits:

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