Facilities Administrative Assistant

Bellwether Housing; Seattle (WA); On-site; USD 80,000 - 100,000; Full time

Job summary

Join a transformative organization as a Facilities Administrative Assistant in Seattle, where your administrative skills will support vital operations in affordable housing. This role offers the chance to manage diverse projects, vendor relationships, and compliance certifications, ensuring a safe and efficient environment. You'll collaborate with a dedicated team focused on making a meaningful impact in the community. With competitive compensation and a generous benefits package, this position is perfect for someone looking to grow in a supportive and mission-driven environment.

Benefits

Medical, dental, and vision insurance

403(b) retirement plan with employer match

Up to $1,500 in employer-paid continuing education

ORCA Transit Pass

Up to 24 paid days off in the first year

Qualifications

• 1-3 years of property management or affordable housing experience preferred.
• Strong knowledge of Landlord-Tenant Law and Fair Housing.

Responsibilities

• Provide administrative support to Facilities Management department.
• Manage vendor relationships and compliance certifications.
• Coordinate safety testing and maintain equipment inventory.

Skills

Microsoft Office Suite

Customer Service

Project Management

Communication Skills

Problem Solving

Education

Bachelor's Degree

Property Management Experience

Tools

Yardi

SharePoint

Job description

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Start your career at Bellwether Housing as a Facilities Administrative Assistantin the vibrant city of Seattle, WA

Who We Are: Through the development, ownership, and operations of affordable housing properties, Bellwether Housing has been a trailblazer in transforming the lives of lower-income individuals and families in our region. As the largest non-profit housing provider in the Pacific Northwest, Bellwether is a leader in State and local housing policy issues, an innovator in financing and housing development strategies, and a trusted partner to a diverse array of organizations in our community, while providing resident and real estate development services to other mission-driven non-profits around Western Washington.

Salary: $30.16 - $36.26/hour.

The posted salary reflects the full pay range for this position. Offers made to qualified candidates will be made within this range and will be determined by various factors, including knowledge, skills, experience, qualifications, location, and other factors that would be critical to success in this role.

Position Overview: The Facilities Administrative Assistant provides essential administrative and logistical support to the Facilities Management department, ensuring smooth daily operations and maintaining a safe and functional environment.This role encompasses a wide range of tasks, from managing fleet inventory, building compliance certifications, and vendor relationships to assisting with event logistics.

Work Schedule: Onsite, Monday–Friday, 8:30 am–5:00 pm. The final schedule is to be determined by the supervisor.

Your Impact:

Department Support

• Independently manage a wide variety of projects and strategic initiatives on behalf of the Facilities department.
• Coordinate safety and compliance certifications and testing for portfolio equipment
• Manage a database of preferred and approved vendors. New vendor set up in AP (W9, Certificate of Insurance, contract, etc.). Track and maintain COI annually for all active vendors
• Assist in sending out Request for Proposals for portfolio contracts. Receive proposal responses and draft summaries for leadership teams
• Assist with coordinating the execution of contracts
• Occasionally assist Maintenance Managers with meeting vendors onsite to provide a bid for access or repair work
• Maintain and update the Facilities page on SharePoint.
• Receive Maintenance surveys from sites, compile data, and report results monthly
• Maintain record retention of electronic documents for the department
• Actively participate in the A-team, assisting other admin staff in the organization as needed with projects, coordinating teams, and/or event space for large meetings and training
• Manage assigned projects, coordinating and communicating the status of projects to other stakeholders
  
  

Call Center

• Manage relationship with external call center, including updating internal response matrix in collaboration with PM leaders, and providing feedback on service
• Track fleet inventory management and maintain all fleet vehicles, including registration, tab renewals, and coordinating preventive maintenance
  
  

Building Safety and Compliance Certifications

• Manage record-keeping for all Facilities Department-related correspondence, forms, warranties, operations manuals, as-builts, and new equipment
• Schedule and facilitate the safety and compliance testing for the portfolio
• Establish and maintain a tracking system for portfolio compliance certifications for all systems (elevator, boilers, fire alarm systems, etc.)
• Act as primary liaison between Facilities and Property Management departments to ensure systems compliance, safety, and security are consistent between departments
  
  

Customer Service

• Interacting with staff, vendors, and the public, providing information and support as needed
• Acting as a point of contact for facility-related inquiries
• Responding to and resolving requests from employees or tenants, including coordinating vendors as needed, related to facility issues
  
  

Inventory Management

• Maintain equipment inventory of Bellwether-owned equipment and their location (dehumidifiers, fans, blowers, plumbing snakes).
• Audit equipment inventory monthly, and ensure equipment is kept in a secure location and returned to the location. Make recommendations on replacement or additional equipment needs ahead of the next budget year
• Manage key and tool inventory for all facilities staff, including issuing building keys and fobs, obtaining staff acknowledgment of keys and tools received, and tracking return or replacements needed.
  
  

Workplace Safety

• Establish and lead a Safety Committee, setting meeting schedules, conducting regular reviews of safety inspections, accident investigations, and prevention programs, and maintaining meeting records for regulatory compliance
• Conduct annual audits of property disaster preparedness kits and replenish supplies to ensure readiness and compliance
  
  

Who You Are:

• Advanced competency with Microsoft Office Suite (Word, PowerPoint, Excel, Outlook, SharePoint), Adobe, and virtual meeting platforms.
• Highly effective prioritization skills.
• Excellent written and verbal communication skills.
• High level of integrity, discretion, confidentiality, and professionalism.
• Highly organized and strong attention to detail, capable of taking personal initiative in a project as needed, making sure all work is completed within deadlines.
• Exceptional customer service aptitude, including problem-solving skills and the ability to respond quickly and tactfully to requests.
• Very strong interpersonal skills, ability to build positive relationships with diverse individuals, including all levels of staff, external stakeholders, and other community partners.
• Proactive thinker who actively seeks & proposes solutions, strong decision-making capability, and can provide/receive constructive feedback.
• Highly resourceful team player with strong project management skills and the ability to work very independently.
• Ability to complete strenuous work and ability to lift and carry up to 50 lbs
• 1-3 years of property management/affordable housing experiencepreferred.
• Strong Landlord-Tenant Law and Fair Housing knowledge.
• Experience with tracking and reporting on quality assurance measures.
• Experience with Property Management software (Yardi).
• Bachelor’s degree; experience may be substituted for education
• Able to travel and work at local Bellwether sites as needed
• Have a valid Driver’s License with an acceptable driving record or the ability to obtain a valid WA State Driver’s License within 60 days of employment
  
  

What We Offer: Bellwether Housing is your platform for growth, empowerment, and purpose. When you join our team, you will receive:

• Competitive compensation accompanied by a generous benefits package
• Medical, dental, and vision insurance
• A 403(b)-retirement plan with an employer match, guiding you towards a prosperous future
• Fuel for your personal and professional development with up to $1,500 in employer-paid continuing education per year
• An ORCA Transit Pass to navigate the city with ease
• Up to 24 paid days off in your first year, prorated personal days renewed annually, and 8 paid office closure days
• The chance to be part of a transformative mission, leaving a mark on the lives of those we serve in our communities
  
  

At Bellwether Housing, you will elevate your career in a role that's as rewarding as it is impactful, where you’ll be part of a movement that is helping shape the future of affordable housing in Seattle and where diversity, equity, and inclusion are the pillars of our success.

Note: This role requires successful completion of a background check in accordance with Seattle’s Fair Chance Employment Ordinance.Bellwether Housing is an equal opportunity employer. We will not discriminate based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We support the Americans with Disabilities Act (ADA) to reasonably accommodate all qualified applicants [and employees] by providing reasonable accommodations to people with disabilities.

To request Reasonable Accommodation for the application or interview process, please contact [e-mail]. Bellwether Housing is dedicated to building a diverse, equitable, and inclusive workplace. We value having employees whose skills, experiences, and backgrounds reflect the populations we serve. We are committed to being an anti-racist organization, while acknowledging we have a long way to go. You can learn more about our DEI work on our website.

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• Seniority level

  Entry level

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