Administrative Assistant, Property and Facilities

Job Description

Job Description

Overview

Supports the administrative and coordination needs of the property and environmental department. Keeps schedules, correspondence, and records organized so managers and engineering teams operate efficiently.

Job Responsibilities:

• Coordinate scheduling, correspondence, and meeting logistics for the property and environmental teams

• Maintain department records, files, and documentation

• Prepare routine reports, forms, and communications

• Serve as a point of contact for internal and vendor inquiries

• Create financial projects in Microsoft D365

• Track and reconcile purchase orders, invoices, and expense records

• Review, reconcile valuations, and pay property tax for the enterprise

• Organize, plan, and coordinate annual site visit tours

• Assist AVP, Property and Facilities in managing their schedule, budget, and work.

• Organize and distribute incoming and outgoing mail

• File, organize, and scan applicable files for the group

• Purchase Order creations and management

• Coding incoming expenses to project budget and purchase orders

• Expense Reimbursements for AVP, Property and Facilities

Knowledge, Skills, and Abilities:

• Strong organization and time management across competing priorities

• Clear, professional written and verbal communication

• Accuracy in handling records, invoices, and correspondence

• Ability to work independently on routine administrative tasks

Education and Certificates:

• High school diploma or equivalent

• Additional administrative training or experience preferred

Physical Requirements:

• Primarily office-based work with extended periods of sitting

• Occasional lifting of materials up to 25 pounds

• Regular use of computer and standard office equipment