Administrative Assistant Facility

CGL is a provider of justice facility planning, design, and program management and maintenance solutions to justice facilities and other public facilities throughout the U.S. and internationally. CGL Facility Management, LLC provides comprehensive contract facility maintenance services to commercial clients. A Brief Overview The Administrative Assistant (Facility) is responsible for providing administrative and office support for the Facility Manager and assigned maintenance staff, to include tasks such as assisting with scheduling meetings and data entry, and invoicing. This position is often the first point of contact for customers, vendors, and other visitors and as such must represent CGL by displaying outstanding professionalism and customer service. What You Will Do Responds to incoming telephone calls and customer/vendor requests; communicates messages to the maintenance team as necessary. Operates a personal computer to perform word processing and spreadsheet functions utilizing Microsoft Office products (Word, Excel, Outlook, etc.) and CMMS (Computer Maintenance Management System). Operates general office equipment, including printers, scanners, fax machines, and copiers. Assists the Facility Manager with new-hire onboarding by ensuring new hires have credentials/logins set up across all electronic platforms (Ultpro, MiHR, Outlook, CMMS). Supports and assists in the follow-up of employee safety and compliance training, including annual corporate training. Assists job applicants with completing facility background checks, as required. Orders office supplies as directed by the Facility Manager. Organizes and maintains general office files in an accurate and timely manner. Organizes and distributes maintenance staff mail. Manages office housekeeping to ensure the office is presentable to visitors. Schedules appointments and meetings as requested; handles meeting logistics. Assists the Facility Manager with preparing meeting materials as needed. Communicates effectively with Facility Manager, maintenance staff, and others in written and oral form to facilitate the efficient exchange of information, coordination of work activities, and resolution of problems. Inputs and closes work orders for CMMS (Computer Maintenance Management System). Processes/Codes Vendor/Subcontractor invoices for payment. Provides real-time scheduling support by booking appointments and preventing conflicts as needed. Maintains polite and professional communication via phone, e-mail, and mail. Assists in training new hires on the use of CMMS. Qualifications High School Diploma or GED equivalent required Associate's Degree preferred 1-3 years of previous administrative assistant experience required 1-3 years of Accounts Payable experience preferred #J-18808-Ljbffr Hunt Companies, Inc