Facility Admin Assistant - Scheduling & Invoicing Pro

Hunt Companies, Inc.; Virginia (MN); On-site; USD 21,000 - 27,250; Full time

Job summary

CGL Facility Management, LLC is seeking an Administrative Assistant (Facility) to support the Facility Manager and maintenance staff. The role includes scheduling, data entry, invoicing, onboarding, and CMMS operations to keep facilities running smoothly.

The position requires 1–3 years of administrative experience, a high school diploma or GED, and strong communication skills. The candidate should be organized, detail-oriented, and able to multitask in a fast-paced environment.

Qualifications

• High School Diploma or GED required; Associate's degree preferred.
• 1–3 years of prior administrative assistant experience.
• 1–3 years of Accounts Payable experience preferred.
• Strong written and verbal communication; able to meet deadlines.

Responsibilities

• Provide administrative support to Facility Manager and staff.
• Assist with scheduling meetings and data entry; handle invoicing.
• Act as first point of contact for customers and vendors; maintain professionalism.
• Process and code vendor/subcontractor invoices for payment.
• Input and close work orders in the CMMS system.
• Organize files, mail, and supplies; manage office housekeeping.
• Assist onboarding and safety/compliance training for staff.

Skills

Effective communication

Multitasking

Team player

Time management

Education

High School Diploma or GED

Associate's Degree preferred

Tools

CMMS

Microsoft Office

Ultpro / MiHR / Outlook

Job description

CGL Facility Management, LLC is seeking an Administrative Assistant (Facility) to support the Facility Manager and maintenance staff. The role includes scheduling, data entry, invoicing, onboarding, and CMMS operations to keep facilities running smoothly.

The position requires 1–3 years of administrative experience, a high school diploma or GED, and strong communication skills. The candidate should be organized, detail-oriented, and able to multitask in a fast-paced environment.