Administrative Assistant Facility

CGL is a provider of justice facility planning, design, and program management and maintenance solutions to justice facilities and other public facilities throughout the U.S. and internationally. CGL Facility Management, LLC provides comprehensive contract facility maintenance services to commercial clients.

A Brief Overview
The Administrative Assistant (Facility) is responsible for providing administrative and office support for the Facility Manager and assigned maintenance staff, to include tasks such as assisting with scheduling meetings and data entry, and invoicing. This position is often the first point of contact for customers, vendors, and other visitors and as such must represent CGL by displaying outstanding professionalism and customer service.

What you will do

• Responds to incoming telephone calls and customer/vendor requests; communicates messages to maintenance team as necessary.
• Operates a personal computer to perform word processing and spreadsheet functions utilizing Microsoft Office products (Word, Excel, Outlook, etc.) and CMMS (Computer Maintenance Management System)
• Operates general office equipment such as printers, scanners, fax machines, copiers, etc.
• Assists the Facility Manager with new hire on-boarding by ensuring new hire has credential/log-in set up in all electronic platforms (Ultpro, MiHR, Outlook, CMMS)
• Supports and assists in the follow-up of employee safety and compliance training, including annual corporate training.
• Assists job applicants with completing facility background checks, as required.
• Orders office supplies as directed by the Facility Manager.
• Organizes and maintains general office files in an accurate and timely manner.
• Organizes and distributes maintenance staff mail.
• Manages the housekeeping of the office to ensure that it is presentable to visitors.
• Schedules appointments and meetings as requested; handles the logistics for meetings.
• Assists the Facility Manager with the preparation of meeting materials as necessary.
• Communicates effectively with Facility Manager, maintenance staff and others in written and oral form in order to facilitate the efficient exchange of information, coordination of work activities, and resolution of problems.
• Inputs and closes work orders for CMMS (Computer Maintenance Management System).
• Processes/Codes Vendor/Subcontractor invoices for payment.
• Provides real-time scheduling support by booking appointments and preventing conflicts as needed.
• Maintains polite and professional communication via phone, e-mail, and mail.
• Assists in training new hires on use of CMMS

Qualifications

• High School Diploma or GED equivalent Required.
• Associate's Degree Preferred.
• 1-3 years of previous administrative assistant experience Required.
• 1-3 years of Accounts Payable experience Preferred.
• Must communicate effectively both orally and in writing.
• Able to meet deadlines while handling several priorities.
• Must be a team player, have strong work ethic, positive attitude, and desire to succeed.
• Must be computer literate, and be proficient with Microsoft products (Word, Excel, and Outlook) as well as the use of office equipment (scanner, copier, etc.).
• Must be customer service oriented, and professional.
• Solid time management and organizational skills with attention to detail.
• Excellent teamwork and interpersonal skills.
• Ability to work independently.
• Requires a detail oriented, self-starter, who takes initiative, able to prioritize, and multi-task in busy environment.
• Ability to accept new responsibilities and adapts to changes in procedures and processes and work as a part of a team.
• Must demonstrate strong written and verbal communication skills and interpersonal skills, particularly the ability to communicate effectively with all levels of management and industry professionals.
• Skilled in executing multiple projects, handles several priority tasks, and meets deadlines.
• Works efficiently according to priorities.
• Notary License Preferred.