Administrative Assistant, Facilities & Operations

Position Summary

The Administrative Assistant for Facilities & Operations serves as the central hub for the school’s physical environment. This role ensures that the campus runs smoothly by managing service requests, coordinating with external vendors, and providing high-level administrative support to the Facilities team. You are the “face” of operations, ensuring a safe, clean, and functional learning environment for students and staff.

Key Responsibilities

• Work Order Management: Monitor and assign incoming maintenance requests via the school’s ticketing system; follow up to ensure timely completion.
• Vendor Coordination: Schedule regular inspections (HVAC, fire safety, elevators) and manage access for outside contractors.
• Budgeting & Procurement: Process invoices, track department spending, and maintain an inventory of janitorial and office supplies.
• Campus Safety: Assist in maintaining safety logs, updating Emergency Response Plans, and coordinating logistics for fire and lockdown drills.
• Facility Rentals: Coordinate the calendar for internal events and external facility rentals, ensuring space setups and security are arranged.
• Regulatory Compliance: Maintain organized records for permits, building codes, etc.

Required Skills & Qualifications

• Experience: 2–4 years of administrative experience, preferably in property management, construction, or education.
• Technical Savvy: Proficiency in Microsoft Office 365/Google Workspace and experience with (or ability to learn) CMMS (Maintenance Management Software).
• Communication: Exceptional written and verbal skills; ability to remain calm and professional during high-pressure situations (e.g., a burst pipe or a power outage).
• Organizational Mastery: Ability to juggle long-term projects with daily interruptions.

Physical Requirements

• Ability to sit or stand for extended periods.
• Occasional walking across a large campus, including stairs.
• Ability to lift up to 25 lbs (e.g., delivery packages).

Legal & Compliance Information

Employment Law Requirements

• Equal Employment Opportunity (EEO): Paine College provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, or genetics.
• ADA Statement: Consistent with the Americans with Disabilities Act (ADA), the school will provide reasonable costs/accommodations to allow a qualified individual with a disability to perform the essential functions of the job.
• At-Will Employment: Employment with [School Name] is “at-will,” meaning either the employee or the school can terminate the relationship at any time, with or without cause or notice.

School-Specific Requirements

• Background Check: Due to the nature of working on a campus with minors and students, a comprehensive criminal background check and sex offender registry check are mandatory upon hire.