Facilities Administrative Assistant

Facilities Administrative Assistant

The Facilities Administrative Assistant will provide administrative, purchasing, and operational support to the Facilities Department. Key responsibilities include processing purchase orders, invoices, and P-Card transactions while tracking budgets and maintaining vendor and asset records. The position also monitors the work order system to assist with assigning and tracking maintenance requests, manages surplus property, and ensures compliance with state purchasing rules and guidelines. Supports department staff and leadership through creating and presenting materials used in training and meetings. Additionally, this role serves as the main Facilities Department point of contact for museum events to coordinate work requests and communicate resource needs to Facilities staff.

Customer Service - Knowledge and experience in the principles and processes for providing excellent internal and external customer service. This includes setting and meeting quality standards for services, and evaluation of customer satisfaction. Administrative Practices - Considerable knowledge and experience related to office administrative functions and clerical procedures. Finance- Demonstrated ability to perform budgeting/accounting tasks accurately and with great attention to detail. Technology - Proficient in MS Office Suite or other office administration software, familiarity with various CMMS systems and usage of standard electronic office equipment such as printers, copiers, etc... Interpersonal Relationships and Communication Ability to communicate clearly and effectively both orally and in writing, to include creating reports, proposals, agendas and emails, while actively listening to others. Building and maintaining collaborative relationships across all levels of staff, management and partners, with integrity, confidentiality and discretion.

Decision Making - Ability to use critical thinking skills and sound judgement to evaluate situations, research and develop solutions, present alternatives and make informed, timely decisions. Time Management - Strong organizational skills and ability to manage, delegate and coordinate multiple priorities simultaneously, support team members, and track complex tasks.

Previous experience in facilities maintenance administration. Knowledge of, and/or the ability to quickly learn and achieve proficiency in eVA (Virginia eProcurement Portal), Bank of America Works or similar program and all state compliances for small purchases. Experience in event logistics/planning.