Facilities Administrative Coordinator, Plant Maintenance

Heywood Hospital; Gardner (MA); On-site; USD 28,000 - 40,000; Full time

Job summary

Heywood Hospital is seeking an organized administrative professional to support Plant Maintenance, Operations, Switchboard, Environmental Services and Security. The role includes payroll processing, data entry in the Meditech system, and maintaining vendor files and POs.

The ideal candidate brings three to five years of secretarial and business experience, excellent typing speed, and strong customer service skills. This on-site position offers a structured schedule and reliable office support.

Qualifications

• High School Diploma required.
• 3–5 years secretarial and business experience.
• Typing 40 words per minute minimum.
• Knowledge of computer and word processing programs.
• Strong customer service background is beneficial.
• Numerical ability for simple calculations.
• Professional phone mannerism and detail-oriented approach.
• Excellent organizational skills in a fast-paced environment.

Responsibilities

• Design and develop systems to help the division run efficiently.
• Maintain systems to ensure efficient operations.
• Compile daily, weekly and monthly data and statistics as requested.
• Analyze data and prepare reports as directed.
• Provide support such as answering phones, preparing meeting materials, and typing letters and memos.
• Maintain records for Capital Expenditures and payroll for multiple departments.
• Enter data into Meditech and manage purchase orders and vendor codes.
• Coordinate conference room scheduling and manage office supplies.

Skills

Typing 40 wpm

Computer proficiency

Customer service

Numerical ability

Phone etiquette

Attention to detail

Organizational skills

Ability to work in fast-paced env

Education

High School Diploma

Secretarial/business experience 3–5 yrs

Tools

Meditech System

Job description

Overview

You Matter Here! Heywood Healthcare values our employees! We offer competitive wages, great benefits and generous earned time off. Come work where you will matter!

Hours: 40-Hours, Days, Monday - Friday, 7:00am - 3:30pm

$20.00 - $28.84

Disclaimer:

We are committed to equitable and transparent compensation practices. The salary range for this position reflects our good-faith estimate of base pay at the time of posting. Final compensation will be determined based on a variety of factors, including relevant experience, skills, qualifications, and internal equity. We regularly review our compensation structures to ensure fairness and consistency across our organization.

Responsibilities

Essential Functions

• Contributes to the design and development of systems that help the division run efficiently
• Maintains systems that help the division run efficiently
• Accurately compiles daily, weekly and monthly data and statistics as requested
• Analyses data and prepares reports as directed
• Performs support functions such as, answering phones, preparing materials for meetings, and typing letters and memos as requested
• Maintains records for Capital Expenditures
• Calculates hours and prepares reports to the Fiscal Department
• Maintains Computerized Maintenance Management so that there is no backlog and monthly reports are readily available
• Processes payroll so all staff in Plant Maintenance, Plant Operations Switchboard, Environmental Services and Security are paid correctly and on time
• Issues Purchase Orders so that discrepancy reports are accrued
• Enters the data into the Meditech System to place Purchase Orders, and places account codes on invoices
• Maintains a vendor file on each vendor used by the division
• Coordinates the conference room scheduling for Hospital Wide meetings
• Maintains responsibility for pagers, including activation, swapping defective units and maintaining records
• Maintains office inventory
• Assists Switchboard staff as needed

Statement of Other Duties

This document describes the major duties and responsibilities for this job, and is not intended to be a complete list of all tasks and functions. It should be understood, therefore, that employees may be asked to perform job-related duties beyond those explicitly described.

Functional Demands

Physical Requirements

Exerts 20 to 50 pounds of force occasionally, and/or 10 to 25 pounds of force frequently, and/or greater than negligible up to 10 pounds of force constantly to move objects. Frequently kneels (bending the legs at knee to come to rest on knee or knees), reaches (extending hands and arms in any direction), and feels (perceiving attributes of items as size, shape, temperature, or texture by means of fingertips). Occasionally crouches (bending body downward and forward by bending legs and spine), and stoops (bending the body downward and forward by bending the spine at the waist).

Organizational Expectations

Behavioral Attributes

The following behavioral attributes are required: achievement motivation, concern for order, flexibility, initiative, self-confidence, customer service oriented, interpersonal effectiveness, teamwork, analytical thinking and information seeking.

Qualifications

Job Requirements

Minimum Education

• High School Diploma

Minimum Experience

• Minimum of three to five years secretarial and business experience

Required Skills

• A minimum of 40 words per minute typing skills is required
• Knowledge of computer and word processing programs necessary
• Strong customer service background is beneficial
• Numerical ability needed to make simple arithmetic calculations
• Professional phone mannerism, knowledge of basic office equipment, detail oriented, good organizational skills and the ability to work in a demanding, fast paced environment with minimal supervision is essential