This position is responsible for providing clerical support, managing office functions, coordinating communication, maintaining records, and assisting with administrative tasks related to facility management and operations. This role often involves handling inquiries, scheduling meetings, preparing documents, and collaborating with various departments to ensure smooth administrative processes within the physical plant.
Essential Functions of the Position:
- Create and maintain electronic or hard copy filing systems.
- In coordination with the Director of Physical Plant, schedule inspections of and maintain records for elevators, grease traps, backflow preventers, boilers, grease hoods, fire alarm systems, fire sprinkler systems, fire marshal inspections, hazardous waste coordination, recycling of various light bulbs, and any other required inspections and/or replacements within Physical Plant.
- Assist with key inventory, database, and audits.
- Manage Work Orders (both entry and close-out).
- Coordinate work with customers and trades.
- Conduct follow-up on completed work for quality assurance.
- Assist with the promotion of Physical Plant initiatives.
- Monitor and track inventory of high-value equipment housed in Physical Plant.
- Produce correspondence using standard documents/reports that may utilize basic presentation and or graphic tools.
- Schedule appointments, maintain follow-up and project management files.
- Organize routine event management of small-scale events that occur infrequently, following established guidelines and/or precedence.
- Collect, compile and organize information for reports and meetings.
- Process ordinary business transactions which include sending, preparing, and submitting invoices, managing basic office purchases, etc.
- Manage proposals, bids, and the scheduling of contractors specifically related to floor (carpets, VCT), drywall repair, and painting, maintaining the color section brochures.
Required Skills and Abilities:
- Proficient computer skills including Microsoft Office suite.
- Ability to prioritize multiple tasks.
- Excellent oral and written communication skills.
Required Experience & Education:
- Associate's degree and two years of experience working in a busy office environment as the sole support person preferred.
- Five years or more of professional administrative support in a higher education environment or relevant field may be considered equivalent to an associate degree.
Job Type: Full-time
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Education:
Work Location: In person
