Position Summary

The Administrative Assistant oversees and participates in all clerical functions for the Facilities Management Department. Provides secretarial and administrative support to the Administrative Director of Facilities, Assistant Director and provides secretarial assistance to the Facilities team. Assists department leadership in managing day to day duties of the Office Coordinator. 

Primary Position Responsibilities

Serves as a customer service liaison for the Facilities Department by answering and making phone calls, processing mail/emails, and creating and dispatching work orders. Shares these duties with and assists the Office Coordinator. Creates requisitions & orders material(s) and services, processes all purchase orders and invoices for vendors, utilities & retail. Reconciles dept. credit card invoices and prepares for payment. Computes and maintains all financial and department documents such as utility bills, logbook(s), and statistical reports. Creates and maintains departmental data spreadsheets. Oversees the CMMS software program. Processes payroll closing and prepares for Director review and approval. Assist with scheduling of appointments and meetings. Assists Admin. Director in delegating work to the Office Coordinator. Other duties as assigned.

Work Contact Group (Internal/External)

Department employees, Hospital employees and Vendors.

Reporting Relationships

Reports to (position):

Administrative Director of Facilities.

Supervises (position(s):

Office Coordinator.

Qualifications

Minimum Education:

Required:

High School Diploma or Equivalent

Preferred:

Certificate and/or Advanced Specialized or Technical Training

Minimum Years of Experience (Amount, Type and Variation):

Required:

2-4 years of customer service, clerical, materials management and working with Computerized Maintenance Management Systems (CMMS) 

Preferred:

4 years of customer service, clerical duties and experience in healthcare or institutional maintenance or facilities services.

License, Registry or Certification:

Required:

None

Preferred:

None

Knowledge, Skills and/or Abilities:

Required:

Excellent in customer service, written and verbal communications skills. Computer skills, proficient in Microsoft Office & Google Applications.

Preferred:

Knowledge of parts clerk functions, construction and trades, building automation systems.