Administrative Assistant - Facilities

Position Summary: The Facilities Administrative Assistant supports the Facilities Department by providing essential administrative services that ensure smooth and efficient operations. This role is integral to the coordination, documentation, and support of maintenance activities, vendor management, and inventory control. The Facilities Administrative Assistant serves as a point of contact for staff and vendors and is key in maintaining compliance and documentation for the department.

Location: Wabash, IN

Wages will be based on knowledge, skills, abilities, and experience.

ESSENTIAL RESPONSIBILITES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Key Responsibilities

Scheduling and Coordination:

• Arrange and coordinate schedules for maintenance staff and external vendors to ensure timely task completion of work.
• Organize and manage meetings and appointments for the Facility Department.
• Act as a liaison for coordinating with other departments as needed.
  
  

Record Keeping

• Maintain comprehensive and accurate records of maintenance activities, including work orders, inspections, and repairs.
• Use the company’s Computerized Maintenance Management System (CMMS) and the department’s Teams site to store and organize records.
• Update and manage service contracts for equipment and facilities and keep records on company projects.
  
  

Vendor Management

• Assist with managing relationships with service providers and contractors, ensuring all contracted work meets company standards.
• Track and facilitate vendor performance and compliance.
  

Inventory Management

• Monitor and manage the inventory of maintenance supplies and equipment.
• Ensure adequate stock levels are maintained and coordinate with purchasing to order supplies as needed.
  

Communication / Customer Service

• Respond promptly to maintenance requests and provide timely updates to staff on the status of their requests.
• in compliance with safety regulations and company policies.
• Assist in preparing reports and documentation required for regulatory compliance and audits.

• Support: Maintain clear and consistent communication with company staff at various locations as well as with external vendors performing work on-site.
• Acquire and compare quotes for new equipment and schedule equipment for service as necessary.
• Documentation:
• Prepare, review, and manage departmental documents, including reports, memos, and correspondence related to facilities operations.
• Support the Facilities Director in creating and updating departmental policies and procedures as needed.
• Compliance:
• Ensure that all facilities-related activities are conducted
• Provide direct administrative support to the Facilities Director, assisting with projects, presentations, and any other needs to facilitate the department’s success.
  

Other Responsibilities

• Excellent organizational skills and attention to detail.
• Strong proficiency in office software, including Microsoft Office (Word, Excel, Outlook, Teams).
• Effective written and verbal communication skills, with a strong customer service orientation.
• Ability to work independently and manage multiple tasks with changing priorities.
• Maintain compliance with the organization’s confidentiality policy in accordance with the Health Insurance Portability and Accountability Act (HIPAA)
• Monitor MWEC processes to ensure compliance with the organization’s policies and with the guidelines set by relevant regulatory agencies.
  
  

Demonstrate commitment to the organizations Values, Standards of Conduct, Standards of Care and Vision for Life principles

COMPETENCIES: List the major knowledge, skills and abilities required to perform each essential duty satisfactorily. (Refer to Guidelines for Writing Job Descriptions; and the examples below):

• Excellent Organizational skills
• Attention to detail.
• Excellent interpersonal, written, and verbal communication skills
• Ability to work independently and adapt to changing priorities.
• Quality of work reflects efficiency and accuracy.
• Ability to obtain knowledge and skills on the job or through educational courses.
• A strong commitment to helping people.
• Polite, professional, and courteous
• Ability to lead, motivate and promote a team environment.
• Proactive, adaptable, with the ability to work under pressure to accomplish projects and meet deadlines in a fast-paced environment.
  
  

WORKING CONDITIONS: Physical Demands and Work Environment:

• This position may require various physical activities including but not limited to walking, standing, sitting, lifting, and climbing.
• The work environment is primarily in office environment: talking, and typing.
• The essential functions of the position will be reviewed in accordance with the Americans with Disabilities Act (ADA) to ensure appropriate accommodations are made for qualified individuals with disabilities.