What are the responsibilities and job description for the Administrative Assistant position at CGL Companies?
Job Details
Description
CGL is a provider of justice facility planning, design, and program management and maintenance solutions to justice facilities and other public facilities throughout the U.S. and internationally. CGL Facility Management, LLC provides comprehensive contract facility maintenance services to commercial clients.
A Brief Overview
The Administrative Assistant (Facility) is responsible for providing administrative and office support for the Facility Manager and assigned maintenance staff, to include tasks such as assisting with scheduling meetings and data entry, and invoicing. This position is often the first point of contact for customers, vendors, and other visitors and as such must represent CGL by displaying outstanding professionalism and customer service.
What you will do
- Responds to incoming telephone calls and customer / vendor requests; communicates messages to maintenance team as necessary.
- Operates a personal computer to perform word processing and spreadsheet functions utilizing Microsoft Office products (Word, Excel, Outlook, etc.) and CMMS (Computer Maintenance Management System)
- Operates general office equipment such as printers, scanners, fax machines, copiers, etc.
- Assists the Facility Manager with new hire on-boarding by ensuring new hire has credential / log-in set up in all electronic platforms (Ultpro, MiHR, Outlook, CMMS)
- Supports and assists in the follow-up of employee safety and compliance training, including annual corporate training.
- Assists job applicants with completing facility background checks, as required.
- Orders office supplies as directed by the Facility Manager.
- Organizes and maintains general office files in an accurate and timely manner.
- Organizes and distributes maintenance staff mail.
- Manages the housekeeping of the office to ensure that it is presentable to visitors.
- Schedules appointments and meetings as requested; handles the logistics for meetings.
- Assists the Facility Manager with the preparation of meeting materials as necessary.
- Communicates effectively with Facility Manager, maintenance staff and others in written and oral form in order to facilitate the efficient exchange of information, coordination of work activities, and resolution of problems.
- Inputs and closes work orders for CMMS (Computer Maintenance Management System).
- Processes / Codes Vendor / Subcontractor invoices for payment.
- Provides real-time scheduling support by booking appointments and preventing conflicts as needed.
- Maintains polite and professional communication via phone, e-mail, and mail.
- Assists in training new hires on use of CMMS
Qualifications
Employment Type : Full Time
Years Experience : 1 - 3 years
Bonus / Commission : No
