Facilities Administrative Assistant — Impact-Driven Nonprofit

Advocates; Framingham, Northern (MA, KY); Hybrid; USD 2,617,000 - 3,031,000; Full time

Job summary

Advocates in Framingham, MA is seeking an Administrative Assistant to support the Facilities department and the broader team with clerical tasks, data entry, and office operations. The role reports to the Facilities team and requires strong organizational skills and attention to detail.

The successful candidate will handle mail and emails, invoices, and supplies, while ensuring professional interactions and adherence to Advocates’ human rights policies.

Qualifications

• High school diploma or GED and 1-2 years experience in an administrative assistant role.
• Ability to multi-task and work in a fast-paced environment.
• Must be highly organized with strong attention to detail and accuracy.
• Must be able to perform each essential duty satisfactorily.
• Demonstrated understanding of and competence in serving diverse populations.
• Experience with database entry, maintenance and report production.
• Must be highly proficient with Microsoft Word, Microsoft Excel, and Microsoft Outlook.
• Ability to use office equipment such as scanner, digital camera, copier, printer and fax.
• Ability to maintain professional, pleasant, and helpful demeanor at all times.
• Must hold a valid drivers’ license and have access to a vehicle for work tasks.

Responsibilities

• Handle voicemail and email forwarded from direct managers; read and route incoming mail.
• Perform clerical duties such as typing, filing, answering phones, copying, faxing, and mailing.
• Maintain Facilities databases; scanning documents, assign work orders, track completion and communicate updates.
• Process all invoices; track costs and maintain copies of invoices and check requests.
• Track, monitor and order department supplies and equipment; arrange repairs as needed.
• Assist with agency vehicle fleet management to ensure maintenance.
• Attend and participate in supervision and staff meetings.
• Ensure clients are treated with dignity and respect per Advocates’ Human Rights policies.

Skills

Multi-tasking

Attention to detail

Highly organized

Professional demeanor

Diversity competence

Education

High School Diploma/GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Advocates in Framingham, MA is seeking an Administrative Assistant to support the Facilities department and the broader team with clerical tasks, data entry, and office operations. The role reports to the Facilities team and requires strong organizational skills and attention to detail.

The successful candidate will handle mail and emails, invoices, and supplies, while ensuring professional interactions and adherence to Advocates’ human rights policies.