Facilities Operations Administrative Specialist

wingspancaregroup; Shaker Heights (OH); On-site; USD 32,000 - 46,000; Full time

Benefits offered by this job

Healthcare

Education perks

403(b) retirement plan

PTO & holidays

EAP support

Fertility/IVF coverage

Childcare FSA

Pet insurance

Job summary

Wingspan Care Group is seeking an Administrative Assistant to support the Division of Facilities Operations. You will partner with division directors, managers and supervisors, and coordinate across IT, Finance and other departments to advance agency goals.

Key duties include ordering and tracking supplies, managing vendor invoices, maintaining vendor and equipment records, and supporting annual property portfolio documentation. This role requires detail-orientation and professional conduct.

Qualifications

• Bachelor’s degree preferred; in lieu of degree, equivalent education/work experience with a High School Diploma required.
• Skills: core expertise, cultural competency, interpersonal communication, professional conduct, collaboration, problem-solving.
• Experience: 5 years of office experience, coding, data entry, procurement, and working with contractors.

Responsibilities

• Provide administrative support to the Facilities Operations and Project Coordinator, including ordering supplies, completing Purchase Orders, tracking orders, and coordinating deliveries.
• Administer and support the Facilities Division’s departments and teams, and assist executives as needed.
• Maintain and update the department vendor database.
• Order facility-related supplies and furniture across the Agency and affiliates; manage office inventory records.
• Maintain office inventory records, seating charts and furniture tracking.
• Manage Agency accounts for copiers and postage machines; coordinate service and inventory.
• Process and code vendor invoices for payment and reconcile statements; create Check Requests when required.
• Annually maintain Property Portfolio document.

Skills

Office experience

Procurement

Data entry

Vendor management

Contractor coordination

Education

Bachelor’s degree preferred

High School Diploma required

Job description

Wingspan Care Group is seeking an Administrative Assistant to support the Division of Facilities Operations. You will partner with division directors, managers and supervisors, and coordinate across IT, Finance and other departments to advance agency goals.

Key duties include ordering and tracking supplies, managing vendor invoices, maintaining vendor and equipment records, and supporting annual property portfolio documentation. This role requires detail-orientation and professional conduct.