Facilities Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to provide hands-on support for workplace operations in Tinton Falls, New Jersey. This Long-term Contract position is ideal for someone who is highly organized, responsive, and comfortable balancing office coordination, vendor follow-up, and employee support in a fast-paced environment. The person in this role will partner closely with facilities leadership to help keep daily operations running smoothly while delivering a detail-oriented experience for staff and visitors.

Responsibilities:
• Coordinate day-to-day office and workplace activities to help maintain an efficient and well-supported environment.
• Process and monitor purchase orders, invoices, and vendor-related records while keeping administrative documentation accurate and up to date.
• Arrange maintenance visits, repair appointments, and preventative service work, and follow through on open items until completion.
• Serve as a point of contact for employee workplace needs, including badges, keys, access requests, supplies, and general office support.
• Maintain organized files for service history, vendor details, facilities documentation, and ongoing office projects.
• Assist with internal meetings by reserving space, organizing room schedules, and coordinating food and beverage arrangements when needed.
• Support office moves, workspace adjustments, and smaller improvement projects across the site.
• Share facilities-related notices and updates with employees as needed to keep the office informed.
• Contribute to workplace safety and emergency preparedness activities under the direction of the Facilities Manager.
• Provide additional administrative and reception support, including handling calls, data entry, and front-office tasks as assigned.• Previous experience in administrative support, office coordination, or facilities-related operations.
• Ability to manage multiple tasks at once while maintaining strong attention to detail and organization.
• Experience working with vendors, invoices, purchasing records, or service documentation.
• Strong communication skills with the ability to interact professionally with employees, visitors, and service providers.
• Proficiency with Microsoft Office and other standard office tools for tracking, reporting, and correspondence.
• Comfortable working independently, taking initiative, and following through on assignments with minimal supervision.
• Capability to support front desk activities, answer inbound calls, and complete data entry accurately.
• Dependable, service-oriented approach with a focus on delivering timely and effective support.