What are the responsibilities and job description for the Facilities Administrative Assistant position at Sigma Inc?
97-099-340 Facilities Administrative Assistant, Worcester, MA, 3 Months Contract
Sigma,Inc is looking for a Facilities Administrative Assistant to work onsite for Facilities & Maintenance department with UMass in Worcester, MA.
Shift timings: 08:00 AM - 04:30 PM includes a 30 min break
Essential Responsibilities:
Sigma,Inc is looking for a Facilities Administrative Assistant to work onsite for Facilities & Maintenance department with UMass in Worcester, MA.
Shift timings: 08:00 AM - 04:30 PM includes a 30 min break
Essential Responsibilities:
- Manage the team's daily calendars, including scheduling meetings, confirming appointments, preparing supporting documents for meetings, preparing itineraries, and sending reminders.
- Act as the point of contact between the department and internal/external stakeholders.
- Receive calls, take messages, and route correspondence.
- Use effective communication with clients, peers, and other professionals that is sensitive to racial/ethnic/cultural/class backgrounds.
- Make travel arrangements and logistical arrangements as necessary.
- Prepare agendas and minutes for meetings.
- Monitor and order office supplies and research advantageous deals or suppliers.
- Produce reports and PowerPoint presentations.
- Develop and maintain an efficient documentation and filing system.
- Support the front desk when vacant, if necessary.
- Demonstrates strong organizational and time management skills to meet deadlines.
- Demonstrates strong Microsoft Office and computer skills
- Participates in Safety Committee meetings and provides meeting minutes.
- Makes logistical arrangements needed by the department.
- Monitors and manages inspections, particularly the city inspection process.
- Performs Accounts payable and Accounts receivable functions for the department.
- Acts as point of contact and follow-up support with vendors.
- Sources available contractors for necessary work proposals
- Manages grant projects.
- Complies with established division and program policies, procedures, and objectives.
- Attends a variety of meetings, conferences, and trainings as required or directed.
- Demonstrates use of quality improvement in daily operations.
- Complies with all health and safety regulations and requirements.
- Maintains regular, reliable, and predictable attendance.
- Maintains confidentiality
- Respect diverse views and approaches, demonstrate Standards of Respect, and contribute to creating and maintaining an environment of professionalism, tolerance, civility, and acceptance toward all employees, patients, and visitors.
- High school diploma/GED/HiSet required; associate degree preferred
- Experience with general office procedures is required.
- Experience negotiating with vendors is required.
- Experience and/or training in general office procedures
- Proficient with Excel, SharePoint, Word, and PowerPoint. Someone who has experience working in admin/clerical roles and is knowledgeable of office procedures.
- Must have at least 12 months of relevant work experinace experience from a "facilities " dept. Familiar with fire and building inspections, organizing these records, greeting inspectors, etc.
- Demonstrated strong organizational and time management skills.
- Problem-solving skills.
- Self-motivated and proactive
- Ability to multitask and prioritize daily workload.
- Excellent interpersonal skills and professionalism
- Thorough knowledge of office systems, office management, and computer literacy including Microsoft Systems and Electronic Health Records.
- Proficiency in English, verbal and written.
Salary : $18 - $24
