Facilities Administrative Assistant

SUMMARY OF DUTIES:

Provides administrative, clerical, and coordination support to the Facilities team, as well as IT and Operations as needed. This role is responsible for assisting with purchasing, budget tracking, maintenance scheduling, documentation management, and process improvement planning. This role also coordinates with vendors for PM, repairs, physical plant and fleet needs. The ideal candidate is highly organized, detail-oriented, and able to work independently while supporting multiple priorities within comprehensive facilities operations. The role will provide administrative support by conducting research, preparing statistical reports, handling information requests, preparing correspondence, receiving visitors, arranging conference calls and meetings, consistently maintaining a professional image through in-person and phone interaction. Assists with any projects needed.

RESPONSIBILITIES:

Administrative & Clerical Support

• Provide day-to-day administrative support to the Facilities leadership and team
• Prepare, process, and track Purchase Orders (POs) and related documentation
• Maintain organized records for contracts, invoices, service agreements, and vendor files

Budget & Financial Tracking

• Monitor and track facilities budgets, expenses, and purchase orders
• Assist with budget reporting, reconciliation, and variance tracking
• Coordinate with Finance to ensure compliance with company policies and use of grant funding

Facilities & Maintenance Coordination

• Schedule repairs, service calls, and preventative maintenance activities
• Coordinate with internal teams and external vendors to ensure timely completion of work
• Track maintenance requests and follow up on outstanding items

Documentation & Compliance

• Ensure all AIB files related to the facility are accurate, current, and properly maintained
• Use FIIX to organization, tracking and manage maintenance task for equipment and assets
• Assist with audits, inspections, and compliance-related documentation

Process Improvement & SOP Development

• Assist in the creation, updating, and maintenance of Standard Operating Procedures (SOPs) for our future facility
• Identify opportunities to improve administrative and operational workflows
• Help document best practices and standardize facilities procedures

General Support

• Prepare reports, presentations, and summaries as needed
• Manage calendars, meetings, and communications related to facilities operations
• Perform other administrative and facilities-related duties as assigned
• Assist with all mission work as needed and requested with some or no prior notice including, but not limited to, serving as a truck spotter, helping with Farm Market/Community Garden/Freight Farms/on and off-site food distributions, preparation of meals and serving home-delivered meals.
• Assist with other duties and projects as requested.

Requirements:

• High school diploma or equivalent required; associate or bachelor's degree preferred
• 2+ years of experience in an administrative, executive assistant, or facilities support role
• Experience with purchase orders, budget tracking, and vendor coordination preferred
• Strong organizational and time-management skills and excellent attention to detail and accuracy
• Proficiency in Microsoft Office (Excel, Word, Outlook); experience with CMMS or ERP systems a plus
• Excellent written and verbal communication skills and strong documentation and record-keeping skills
• Ability to handle sensitive and confidential information with discretion
• Ability to prioritize and manage multiple tasks
• Proactive, solution-oriented mindset
• Comfortable working in a fast-paced, service-oriented environment