Facilities Administrative Assistant

Willdan is seeking an Administrative Assistant to support our Facilities department. This role is responsible for coordinating schedules, responding to inquiries, preparing correspondence and documentation, and performing a variety of clerical and operational tasks that support daily department functions.

Essential Duties & Responsibilities

• Oversee and process day-to-day administrative tasks, including mail, overnight deliveries, packages, expense reports, checks, courier services, and office supply inventory.
• Provide prompt and professional service to internal employees and external clients.
• Perform filing, typing, data entry, and other clerical support functions as needed.
• Answer inquiries, direct calls to appropriate staff, take messages, and coordinate conference calls.
• Coordinate and schedule department meetings and travel arrangements.
• Maintain supervisor calendars and schedule meetings and conference rooms for the department.
• Compose, edit, and distribute correspondence, including letters, memoranda, and reports, in a timely manner.
• Provide administrative support through photocopying, filing, scanning, and faxing as needed.
• Coordinate with building property management regarding support requests, including building access cards, parking needs, janitorial services, HVAC adjustments, and day porter services.
• Resolve Facilities Help Desk and ServiceNow ticket requests, including key fob preparation and distribution.
• Communicate and coordinate with external vendors regarding office maintenance and facility-related services.
• Manage and update media programming systems as required.
• Prioritize and manage workflow effectively to ensure timely responses to service requests and department needs.
• Host and coordinate holiday events, employee functions, and catering arrangements.
• Arrange and coordinate maintenance for office equipment and safety supplies, including fire extinguishers and first aid kits.
• Maintain department vehicles, including coordinating maintenance, car washes, inspections, and refueling.
• Maintain a clean and organized work environment, including performing light housekeeping tasks as needed.
• Work independently and effectively on assigned projects in a fast-paced environment while adapting to changing priorities.

Job Requirements / Qualifications

• Certificate from a college or technical school with a minimum of one year of study; or three to six months of related experience and/or training; or an equivalent combination of education and experience.
• Ability to read and interpret documents such as safety guidelines, operating and maintenance instructions, and procedural manuals.
• Ability to prepare routine reports, correspondence, and administrative documentation.
• Ability to communicate clearly, professionally, and effectively with employees, vendors, and customers in both individual and group settings.
• Basic mathematical skills, including the ability to perform routine calculations and resolve practical problems within established procedures.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and other related software programs.
• Ability to prioritize and manage multiple tasks while adapting to changing priorities and deadlines.
• Ability to work effectively under pressure and adapt to changing business needs with a positive attitude.
• Strong verbal and written communication skills.
• Self-motivated, proactive, and capable of working effectively both independently and as part of a team.
• Ability to interact professionally and effectively with employees at all levels of the organization, including management and staff.

EEO Non-Discrimination and ADA Reasonable Accommodation Statement
Willdan is an equal opportunity employer. Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Willdan does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.

Willdan Group, Inc. participates in E-Verify.