Jobs

Facilities Office Assistant

The facilities office assistant provides administrative and clerical support to the director of buildings & grounds and the assistant director. This role ensures smooth daily operations within the Building and Grounds department by handling various administrative tasks and coordinating internal and external communications. This part-time position is 25 hours per week, Monday through Friday, 12–5 p.m.

Responsibilities:

• Answer phones, greet vendors and employees, and assist with needs
• Manage and maintain office supplies, anticipating needs and placing orders as necessary, as well as all materials for crew as needed
• Manage the work order system, delegating work orders to appropriate staff
• Schedule routine maintenance from outside vendors (elevators, fire alarms, etc).
• Manage invoice process—coding and preparing invoices for signature
• Receive, organize, and notify recipients of package deliveries
• Event management—tracking events and needs within the system and communicating to necessary parties
• Coordinate ice rink rentals, invoice all outside rental groups
• Order rental items as needed (tents, golf carts, etc.)
• Issue employee badges and keys
• Coordinate Nobles’ vehicle usage
• Set up dorm occupants’ access
• All other duties as assigned

Requirements:

• A high school diploma or equivalent, as well as additional qualifications in office administration, are a plus.
• Proven experience (typically 1-3 years) in an administrative or office support role, preferably in facilities management or a related field
• Proficiency in Google Suite, Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), databases, and familiarity with office equipment (e.g., printers, scanners).
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines
• Excellent communication skills, both written and verbal, with the ability to interact professionally with employees, vendors, and visitors
• Attention to detail and accuracy in record-keeping and document preparation
• Ability to handle confidential information with discretion and professionalism
• Knowledge of basic facilities management principles and practices is beneficial

Interested candidates should complete the online application and upload a resume with a cover letter addressed to Nicole Anastos, director of human resources.