Facilities Administrative Assistant

Job description

JOB SUMMARY: This position provides administrative and operational support to the Director of Facilities and the Facilities departments, including Buildings & Grounds and Accommodations. The position coordinates departmental administration, work-order systems, purchasing, project documentation, financial tracking, compliance records, scheduling, and other processes necessary to support efficient Facilities operations. ESSENTIAL DUTIES AND RESPONSIBILITIES: Provides administrative and operational support for the Buildings and Grounds, Accommodations and Building Projects. Orders, receives and inventories necessary FF&E and coordinates vendor scheduling for Building projects. Organizes, schedules and tracks on demand and preventive maintenance work orders through the CMMS. Coordinates operation of Facilities offices and ensures business is carried out in a professional, efficient, and safe manner. Handles phone calls and problem solves as necessary. Coordinates and tracks departmental payroll, contracts, budgets, calendars, invoices, and payment approvals. Coordinates the new hire pipeline, prepares onboarding materials and files and communicates with Human Resources for onboarding of newly hired personnel. Tracks and maintains all departmental training certifications to ensure compliance with the Safety Committee and OSHA requirement. Keeps the SDS Book current and up to date. Maintains departmental records and files and documentation as directed. Coordinates with Department Directors to track and file all regulatory items such as county, state, and federal permits, plans, and reports in a timely manner. Assists the Director with ordering, receiving, and tracking departmental inventory as needed. Maintains departmental calendars, deadlines, action items, and recurring administrative requirements to ensure timely follow-through. Performs other tasks as assigned. EDUCATION and/or EXPERIENCE REQUIRED: High school diploma or equivalent. Associate degree strongly preferred. 3-5 years of administrative, facilities, project coordination, or related experience preferred. Experience with CMMS and/or project management software preferred Proficient in Microsoft Excel and other Microsoft Office applications QUALIFICATIONS: The requirements listed below are representative of the knowledge, skill, and/or ability required. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Uphold and support the Mission, Vision and Core Values of Forest Home. Assume responsibility for initiating a pleasant atmosphere by displaying a professional attitude through performance, appearance, and demeanor. Ability to hear from God and pray for people, both in person and on the phone Actively supports and participates in the staff spiritual life activities. Flexibility and willingness to perform a variety of tasks. Signed statement of faith. Maintain regular, timely attendance. Ability to relate to all types of individuals in a gracious manner. Be a self-starter. Servant heart and Christ-like attitude. Strong computer skills. Excellent people service skills, with the ability to provide service and streamline processes without compromising the integrity of the department or Forest Home and its policies and procedures. Able to accomplish assigned projects utilizing highly developed communication (written and verbal), project management, and time management and collaboration skills. Able to maintain confidentiality with handling sensitive information. SUPERVISORY RESPONSIBILITIES: This position DOES NOT have supervisory responsibilities. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential functions. While performing the duties of this job the employee is regularly required to stand, walk, sit, and requires sufficient hand, arm, and finger dexterity to operate office machines. Requires mild physical work; some lifting, pushing, or pulling of objects over 20 pounds. Requires visual acuity to read words and numbers and speaking and hearing ability sufficient to communicate in person or over the phone. ADA: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990. This job description will be reviewed periodically as duties and responsibilities change with business necessity. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work involves moderate exposure to unusual elements such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors. The noise level in the work environment is usually moderate but can be loud at times. FOREST HOME EMPLOYMENT STATEMENT: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. All terms and conditions of Forest Home’s at-will employment, duties, and responsibilities are subject to the Forest Home Employee Handbook. FOREST HOME CORE VALUES Surrender to Christ (Romans 12:1-2) Abide with the Lord daily through study of His Word and prayer Surrender to the Lord daily through obedience to His Word Worship the Lord with the Forest Home Community Commit to grow in your faith through regular attendance at a local church Prioritize God, Family, and Work appropriately Be prepared to share your testimony with staff or guests · Walk in Biblical purity (1 Timothy 4:12) by rejecting one’s sinful nature Love (I Corinthians 13) Display the fruit of the Spirit: love, joy, peace, patience, kindness, goodness, faithfulness, gentleness, self-control (Galatians 5:22) Be respectful to others Demonstrate compassion Serve (Philippians 2:3-11) Give generously to God and others through time, talent and treasure Seek to put others’ needs above your own Demonstrate humility in both spirit and deed Actively look for ways to serve Walk in Integrity (Titus 2:11-12, Proverbs 4:23-27) Show loyalty to others, even when they are not present Do the right thing, even when others are not present Extend trust and seek to believe the best in others Ask for forgiveness quickly when necessary Be truthful and transparent with others Strive for Excellence (Colossians 3:23-24) Demonstrate accountability with time and resources Request and receive training Desire to improve, and challenge others to do the same Commit to exceeding guest expectations Refuse mediocrity Engage in Community (I Thessalonians 5:11-13) Seek first to understand before being understood Communicate clearly, empathetically and respectfully Work through conflict Biblically (Matthew 18-15-17) Participate in intentional and purposeful community activities Partner with teammates for the goal of unity and team effectiveness Play and appreciate “campy” fun Faithfully pray for one another Innovate (Ephesians 3:20-21) Dream Big Proactively seek solutions Think outside the box Dream, plan and execute new ideas Acknowledge and trust that all things are possible through Jesus Christ our Lord (Matthew 19:26)