Facilities Administrative Assistant

Job Purpose

The Facilities Assistant assists the Director of Facilities in administrative functions related to the Diocesan High Schools and Schools of Special Education. This includes managing approval of facilities related invoices, tracking expenses related to capital projects, scanning records into facilities software and helping to manage timelines related to projects and contracts.

Duties and Responsibilities

• Coordinates with outside contractors on a variety of items such as bid documents, contracts, change orders, invoices and payments, fund transfers, and reimbursements.
• Assists with setting up project budgets. Tracks costs related to project including keeping track of various funding sources such as the capital budget, school surplus funds, grants, and funds received through school development programs.
• Receives, verifies, and processes invoices and other financial transactions related to the completion of construction phases of capital projects within required time frames and contractual arrangements.
• Assists with verification and processing of other facilities-related invoices.
• Assists with organizing schedules and documents related to capital projects, scanning documents into the AkitaBox software platform.
• Tracks compliance with required inspections of elevators, fire alarm systems, backflow preventers, fire escapes, facades, energy management to ensure that the inspections are completed on a timely basis.
• Schedules appointments and arranges meetings related to facilities. Responds to phone calls, emails, and correspondence related to facilities or projects.
  
  

Qualifications

Education: High School Diploma required and a college degree preferred.

Specialized Knowledge: Facilities Software, Microsoft Office

Abilities: The position requires a working knowledge of construction practices, procedures and equipment, including systems oriented toward projects, and engineering/architectural plan archiving. Requires a working knowledge of procedures affecting project bids, contract language, and regulatory requirements. Experience with facilities management software is helpful. Requires knowledge of office practices, procedures, including filing systems, telephone techniques and letter and report writing. Requires working knowledge of those activities associated with statistical and financial record keeping with special emphasis on Excel. Requires knowledge of and skill at using standard office machines, including personal computers with document processing, data entry programs to databases, and spreadsheet applications.

Licenses: N/A

Experience: Experience in working in facilities management is highly desired.

Working Conditions

Are there any extraordinary working conditions? Example: Outdoors, No elevators, etc.

Must have child abuse clearances.

Physical Requirements

Are there any physical requirements for this position?

Needs a car for occasional travel to visit locations in five county area, must be able to climb stairs and lift small weights as part of facility inspections and project management