What are the responsibilities and job description for the Facilities Administrative Assistant position at Heartspring?
Job Summary
The Facilities Administrative Assistant provides front desk support for the Administration building and administrative support for the Facilities Services Department. Be first point of contact for facility questions or issues.
Primary Functions
- Provide front desk support by answering phones and greeting visitors.
- Ensure all visitors and vendors are checked in and issued visitor/vendor badge.
- Prepare all departmental invoices for payment processing through accounting.
- Prepare all credit card logs for payment.
- Manage access controls system and process.
- Maintain building key/fob inventory and spreadsheet.
- Supports the end-to-end Procurement process.
- Assist in preparing and maintaining RFP’s, bid information, and other contract documents.
- Manage the CMMS system providing the overall system administration.
- Monitor and analyze data monthly from CMMS; run reports for management.
- Provide keys and access control for new hires and present policies & procedures.
- Schedule meeting rooms and conference center rentals and coordinate set ups.
- Prepare monthly occupancy status report to management.
- Assist in developing forms, databases and spreadsheets.
- Assist in research, development and implementation of new processes and products.
- Coordinate and communicate routine services and schedules.
- Manage copiers and PaperCut system.
Secondary Functions
- First point of contact during an emergency for administration building.
- Maintain Fire Binder and ensure records are current.
- Provide back-up support to Purchasing/Inventory Clerk
- Other duties as assigned.
Benefits:
Heartspring offers a generous benefits package including three weeks of paid vacation, sick leave, medical/dental/vision insurance, life insurance, short term disability insurance and retirement plans. Heartspring also offers opportunities to grow within and advance your careers through on-the-job training, internal promotion preferences, and the Heartspring scholarship program to help you go back to school.
Heartspring is a drug-free campus. Heartspring is an EEO employer.
Salary : $31,300 - $39,600
