Facilities Maintenance Admin & Contracts Coordinator

City of Abilene, Texas; Abilene (TX); On-site; USD 31,000 - 37,000; Full time

Job summary

City of Abilene, Texas is seeking an Administrative Assistant to support the Department Director, oversee contracts for capital projects and facilities maintenance, and assist with RFQ/RFP preparation and bid packets. The role processes and assigns work orders and provides administrative coordination for facility maintenance activities.

The position involves answering phones, processing requisitions, drafting contracts, preparing reports, and aiding the annual budget development.

Qualifications

• Two years of experience in administrative coordination work is preferred.
• A high school diploma or GED is required.
• Supplemental training or college level coursework in office technology, business administration or business management is preferred.
• A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.

Responsibilities

• Answer phones and provide customer service to internal clients (other City departments).
• Process incoming work order requests; perform data entry into the Work Order software and assign work orders to the appropriate facility team.
• Open, sort, and distribute mail.
• Process purchase requisitions, payment invoices, and check requests in compliance with all City policies and procedures.
• Draft, route, and process construction contracts, maintenance agreements, and professional services contracts.
• Prepare routine and special reports; maintain a comprehensive filing system of the same.
• Assemble, organize, and tabulate statistical data.
• Maintain and control files of construction and maintenance projects.
• Assist with the annual budget development.

Skills

Microsoft Office

Education

High school diploma or GED

Supplemental training or college level coursework in office technology, business administration or business management

Job description

City of Abilene, Texas is seeking an Administrative Assistant to support the Department Director, oversee contracts for capital projects and facilities maintenance, and assist with RFQ/RFP preparation and bid packets. The role processes and assigns work orders and provides administrative coordination for facility maintenance activities.

The position involves answering phones, processing requisitions, drafting contracts, preparing reports, and aiding the annual budget development.