Administrative Assistant Facilities (756586)

Job Description

Job Description

Job Title : Facilities Administrative Assistant

Duration : 2 Months (Possible Extension)

Location : Wellesley Hills, MA- 02481

Job Summary :

The Facilities Administrative Assistant is responsible for providing comprehensive day-to-day administrative support for the Facilities department. The role involves processing work requests, maintaining departmental computer databases, preparing reports, and assisting in various operational and event coordination tasks.

Key Responsibilities and Duties :

• Provide administrative assistance to the Facilities department, ensuring smooth daily operations.
• Process and manage work requests in the computerized maintenance management system (FMX), including tracking, scheduling, and verifying both preventative maintenance and emergency service needs. Assist staff with entering work orders into the system.
• Maintain and update departmental computer databases, including inventory management, key tracking, and energy management.
• Act as the liaison for special events within the college, managing event setup work orders, coordinating staff and cleaner schedules, and providing necessary information to event organizers.
• Assist in the preparation of bid / quote documents for external services such as trash removal, custodial supplies, and facilities maintenance and repairs. Review and assess vendor bids for these services.
• Prepare regular reports related to budget status, project spending, time and attendance, energy tracking, space utilization, and work order / preventative maintenance status.
• Research and assess new equipment purchases or replacement needs, and evaluate the value of contract services and supplies.
• Assist in recommending policies and procedures to improve facilities operations.
• Participate in relevant meetings, forums, and conferences related to facilities management, staying current on industry trends and best practices, particularly in higher education facilities.
• Collaborate with the Office of Information Technology to ensure smooth communication between departments and support the Facilities team with technology needs.
• Field inquiries and resolve facilities-related issues from the college community, such as temperature concerns, snow removal, and other maintenance-related matters.
• Communicate with faculty and staff regarding the completion of work orders, ensuring effective follow-up and satisfaction.
• In the absence of the Director of Facilities or Building Maintenance Supervisor II, coordinate facilities administration tasks and provide support to the team.
• Provide exceptional customer service to faculty, staff, and external service providers, maintaining a professional and responsive approach at all times.
• Perform other duties as assigned to support the overall objectives of the Facilities department.

Qualifications :

Skills :