Facilities Administrative Specialist

ReNEW Schools; Rochester (MN); On-site; USD 40,000 - 55,000; Full time

Job summary

Rochester Public Schools is seeking an Administrative Coordinator to provide reception services, admin support, and project assistance within the Facilities Services department. You will interact with visitors, support staff, and use software such as AkitaBox and Qmlativ for records and operations.

The role involves creating purchase orders, managing documents, and coordinating with the Facilities Director and Manager. A strong focus on accuracy, compliance, and customer service is essential.

Qualifications

• Proven ability to create and maintain accurate records and tracking systems.
• Strong conflict management and mediation skills.
• Effective delegation skills with the ability to provide clear direction and support to team members.
• Demonstrated attention to detail in all aspects of work.
• Ability to manage multiple tasks and adapt to changing priorities.
• Experience leading and working collaboratively with a diverse team of supervisors, staff, and external consultants.
• Thorough knowledge of established policies, protocols, and procedures, with the ability to ensure organizational compliance.
• Excellent written and verbal communication skills, with the ability to interact effectively at all levels.
• Knowledge of federal, state, and district regulations related to public school facilities, maintenance, construction, and health and safety, with the ability to apply these regulations to maintain compliance.

Responsibilities

• Provide front desk reception and customer service for visitors and staff.
• Data entry and record keeping.
• Prepares meeting agendas and supports Facilities Management.
• Create purchase orders and receiving invoices.
• Ordering supplies for the facilities department.
• Review department documents, SOPs and update as needed.
• Reports to and works under the supervision of the Facilities Director.
• Performs additional duties and responsibilities as assigned by the Facilities Manager and/or the Facilities Director.

Skills

Record keeping

Customer service

Conflict management

Attention to detail

Multitasking

Communication skills

Policy compliance

Team collaboration

Discretion with confidential info

Emergency response readiness

Education

Associate’s degree in business administration

High School Diploma or equivalent

Valid MN driver’s license

Tools

AkitaBox

Qmlativ

Word

Excel

PowerPoint

Google

Job description

Rochester Public Schools is seeking an Administrative Coordinator to provide reception services, admin support, and project assistance within the Facilities Services department. You will interact with visitors, support staff, and use software such as AkitaBox and Qmlativ for records and operations.

The role involves creating purchase orders, managing documents, and coordinating with the Facilities Director and Manager. A strong focus on accuracy, compliance, and customer service is essential.