Facilities Assistant

Job Description

Job Description

We are looking for a highly organized Facilities Assistant to support facility operations and administrative coordination in Mystic, Connecticut. This Contract position plays an important role in maintaining organized department processes, helping manage service requests, supporting compliance documentation, and assisting with resident-related facilities needs. The ideal candidate is comfortable working across multiple systems, communicating with residents and staff, and keeping projects, records, and daily tasks moving efficiently.

Responsibilities:

• Support the Facilities Manager and Facilities Director with day-to-day administrative coordination for the department.

• Enter, monitor, and update staff and resident maintenance requests in the work order system, including status changes, completion details, and resource tracking.

• Prepare, organize, and maintain compliance records, inspection documents, reports, and other departmental files using Microsoft 365, spreadsheets, databases, and related platforms.

• Coordinate vendor and subcontractor visits by arranging access, scheduling work, and communicating with residents or internal teams as needed.

• Assist with purchasing activities, inventory records, accounts payable support, resident charge tracking, and shipping or receiving tasks.

• Help schedule special projects and follow progress to support timely completion and accurate documentation.

• Manage key control activities and maintain accurate records associated with access and security procedures.

• Use facilities and security-related systems effectively, asset management, access control, and related operational software.

• Partner with facilities leadership and cross-functional teams to support budgets, purchase orders, proposals, and capital project documentation.

• Contribute to onboarding support for new team members and provide responsive, attentive service to residents, staff, and visitors.

• Experience in facilities coordination, facilities administration, or a related support role.

• Working knowledge of computerized maintenance management systems, with the ability to manage and track work orders accurately.

• Proficiency with Microsoft 365 applications, including word processing, spreadsheets, and digital recordkeeping tools.

• Strong organizational skills with the ability to manage compliance documents, schedules, invoices, and multiple priorities at once.

• Effective communication skills for interacting with residents, staff, vendors, and department leaders in a detail-focused manner.

• Familiarity with purchasing support, inventory tracking, accounts payable processes, or budget-related administrative tasks.

• Ability to learn and use operational systems such as security platforms, asset management tools, and timekeeping software including Kronos.

• High attention to detail and a dependable approach to completing work accurately and on time.