Building Assistant, Facilities Management

Administrative SupportSalary Range: $18.57 – $23.56 per hour; Full-time; Monday–FridayPosition Summary: Provide administrative support to the Director of Facilities and the Facilities Management department. Ensures a smooth workflow for all department projects and routine duties at all times.Principal duties:Provides administrative support to the Facilities Director and department: Photocopies, faxes and/or distributes correspondence.Keeps office organized.Establishes and maintains office and recordkeeping systems to ensure immediate access and retrieval of information as requested. Set up and maintains confidential files and records.Performs word processing of correspondence, memos, and proposals for Facilities Management. Revise materials as needed. Composes preliminary and final drafts for supervisor's approval; non-routine correspondence for signature. Copies and distributes as required.Reviews incoming correspondence. Determines actions required and follows through to completion. Researches and drafts responses on behalf of department.Screens incoming calls and visitors, determining what contact or action is required for satisfactorily disposition. Assists visitors with resolving problems, often coordinating resolution with other Doheny departments and affiliates.Processes department check requests and purchase orders as needed.Maintains office calendar. Reschedules existing appointments as deemed appropriate. Coordinate and oversee travel arrangements, as needed.Coordinates Maintenance staff response to request. Provides proper notification and communication of work order on daily basis until order is complete. Notifies manager of any delays in completion of work orders.Maintains Doheny conference room schedule. Ensures each request is entered in calendar and confirmations are sent to each requested department. Coordinates with appropriate facilities and IT staff for all set up and/or parking requests. Ensures that conference rooms are not double-booked.Interacts with all administrative staff and department managers in order to provide and obtain information in scheduling of necessary meetings.Maintains Security Access/ID badge system for tenants in accordance with DEI Security Access policy: Ensures access registration form is complete with approval signatures prior to card issuance.Building access levels set up at time of issuance.Provides card database reports on monthly basis and/or as requested by Director.Ensures that tenant parking is only granted with approval.Process picture ID.Provide parking assistance to employees and guests when payment or access is not working correctly.Assists with deliveries and escorts vendors within building for meetings or deliveries that need to be made in person.Performs special projects or other related work as required or requested.Qualifications:Minimum Education: HS/GED; Preferred education: Completed college/business courses.Minimum Experience: Two (2) years office experience in capacity of administrative secretary, including computer experience.Preferred Experience: Previous experience in building facilities. Three (3) years office experience in capacity of administrative secretary, including computer experience.Bilingual in English and Spanish highly preferred.To Apply: Please complete the Employment Application and submit to View email address on click.appcast.io