Administrative Associate for Facilities

Facility Maintenance Clerk

Provide clerical and organizational support to the facility's maintenance and operations department.

Core Responsibilities

• Work Order Management: Receive, log, prioritize, and track repair requests or work orders using computerized maintenance management software.
• Scheduling and Coordination: Coordinate appointments, schedule preventive maintenance, and line up outside contractors or vendors for specialized repairs.
• Purchasing and Billing: Process purchase orders, order departmental supplies, and code or track invoices.
• Record Keeping: Maintain logs for equipment, safety manuals (like SDS books), key cards, and completed maintenance tasks.
• Communication: Answer phone calls, route inquiries, and act as a link between technicians, other departments, and building administration.

Key Qualifications

• Education: High school diploma or equivalent.
• Experience: 1 to 2 years of general office or administrative support experience, ideally within a facilities or maintenance environment.
• Technical Skills: Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) and the ability to learn work order tracking systems.
• Soft Skills: Excellent organization, clear verbal and written communication, and strong attention to detail.