Administrative Assistant-Facilities Department

JOB SUMMARY:  

The administrative assistant will perform a variety of administrative and clerical tasks, including managing the schedules of the Facilities Management leadership team, supporting MAHEC facilities needs by overseeing the service desk and main office line, oversight of ongoing office projects, and records management. 

SPECIFIC RESPONSIBILITIES: 

• Administrative support for the Facilities Management leadership team, including meeting scheduling and organizing. 

• Support the ongoing administration of MAHEC’s contract System (Workday Strategic Sourcing and Cobblestone) organizing and supporting renewals, terminations, new contract entry, and contract migration.   

• Assist Facilities Manager in compiling and reporting facilities management metrics, including: Quality of service reports, Facilities workorder reporting, Parking data 

• Vehicle Reservation management. Assisting with creating bookings, training users, adjusting existing reservations, assisting with scheduling preventative maintenance and repairs, vehicle inspections, and key pick-up and drop off coordination.  

• Access Control Systems (Badges and Keys) assist with assignment, coordination on distributions, access level assignments, deactivations and retrieval, and badge drafting and printing.  

• RAVR Space management in conjunction with the Facilities Services Coordinator.  

• Service Desk and Customer service, including answering phones, monitoring department email inboxes and assisting employees and vendors with in-person needs at our offices. Must provide courteous solution driven service.  

• Security System (Sonitrol)- reporting and dispatching. 

• Workorder creation and communication. 

• Maintenance and Security dispatching. 

• Maintains office supplies for the division and places orders as needed in coordination with Facilities accounts payable. 

• Participates in cross training with other team members and other work teams in the division, providing support as needed. Facilities office staff are expected to assist with tasks outside of the office space when needed. These areas include, but not limited to, Shipping and Receiving, Housekeeping, Safety, and Event furniture set-up.