Facilities Administrator

Role Overview: The Facilities Administrative Assistant provides essential administrative support to the facility’s administrative director or manager. Their responsibilities may vary, but typically include the following tasks:Processing Accounts Payable:Handle accounts payable tasks on behalf of the facilities department.Process account fund transfers periodically.Ordering Office and Custodial Supplies:Place orders for office supplies and custodial materials.Ensure timely delivery and stock management.Assisting with Administrative Tasks:Answer phone calls and direct inquiries.Organize and schedule appointments.Plan meetings and take detailed minutes.Write and distribute emails, memos, letters, faxes, and forms.Assist in preparing regularly scheduled reports.Maintaining Filing Systems:Develop and maintain an organized filing system.Update and manage office policies and procedures.General Support:Book travel arrangements.Submit and reconcile expense reports.Act as a point of contact for internal and external clients.Liaise with executive and senior administrative assistants to handle requests and queries from senior managers.Requirements and Skills:Proven experience as an Administrative Assistant, Virtual Assistant, or Office Admin Assistant.Knowledge of office management systems and procedures.Familiarity with office equipment (e.g., printers, fax machines).Proficiency in MS Office (especially MS Excel and MS PowerPoint).Excellent time management skills and the ability to prioritize work.Attention to detail and problem-solving abilities.Strong written and verbal communication skills.Organizational skills with the ability to multitask.High school degree; additional qualifications as an Administrative Assistant or Secretary are a plus.