The Facilities Administrative Assistant provides high-level administrative, logistical, and operational support to the Facilities & Grounds Department. This position reports to the C.F.O. and works closely with the Facilities Manager and Controller to ensure the efficient coordination of maintenance, custodial, mailroom, vehicle, contractor, and campus access operations. The role requires strong organizational skills, attention to detail, and the ability to communicate effectively with a wide range of internal and external stakeholders to support daily campus operations.

Essential Functions

The Facilities Administrative Assistant is responsible for supporting the daily administrative and operational needs of the Facilities & Grounds Department. Responsibilities essential to this function include:

Administrative & Operational Support

• Provide comprehensive administrative support to the Facilities Manager and CFO
• Manage calendars, meetings, documentation, and follow-up communications
• Track and enter invoices; assist with recordkeeping and reporting
• Draft, proofread, and distribute correspondence, notices, and reports

Work Order & Maintenance Coordination

• Manage the digital work-order system, including intake, prioritization, tracking, and closure
• Communicate with faculty, staff, and contractors regarding maintenance requests and timelines
• Support preventative maintenance schedules, inspections, and routine tracking

Mailroom & Package Delivery Support

• Serve as backup support for mailroom operations, including sorting, logging, and distribution of mail and packages
• Assist with coordination of campus-wide package deliveries as needed

Facilities Rentals & Contract Tracking

• Track contracts, agreements, and schedules related to campus facilities rentals
• Maintain accurate calendars and supporting documentation for facility usage

Key & Door Access Control

• Oversee distribution and collection of physical keys and electronic access fobs
• Maintain accurate access records and assist with updates to security permissions

Vehicle Fleet Support

• Assist with scheduling vehicle check-outs and ensuring required documentation is completed
• Track vehicle maintenance, inspections, and service appointments

Budgeting & Purchasing Assistance

• Support preparation and tracking of facilities, maintenance, and custodial budgets
• Process purchase orders and maintain vendor and supplier files

Recordkeeping, Compliance & Safety

• Maintain safety and compliance records, including MSDS, OSHA logs, training records, and inspection documentation
• Support the coordination and documentation of staff trainings

Customer Service & Communication

• Serve as the first point of contact for facilities-related inquiries
• Provide timely and professional communication regarding maintenance schedules, disruptions, and campus updates

Competencies

• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Strong computer aptitude in Excel and other computer systems beyond a basic level
• Strong customer service orientation
• Ability to work effectively both independently and as part of a team
• Ability to maintain confidentiality and handle sensitive information professionally
• Demonstrates flexibility, professionalism, and initiative
• Exercises understanding of and commitment to the mission and values of Wayland Academy

Supervisory Responsibilities

This position does not have regular supervisory responsibilities but may provide guidance to students or temporary workers as assigned.

Work Environment

• Primarily an office setting with occasional visits to campus facilities and outdoor areas
• The noise level is typically moderate
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions

Physical Demands

• Frequently required to sit, stand, walk, and communicate verbally
• Occasionally required to use hands for handling documents, equipment, or office tools
• May occasionally be required to lift or move items up to 25 pounds
• Regular and predictable on-site attendance is an essential function of the position

Travel Required

• Minimal travel required; local travel on campus may be necessary
• A valid driver’s license may be required depending on assigned duties

Required Education and Experience

• High school diploma required; associate degree preferred
• Prior administrative experience required; facilities or operations support experience preferred
• Experience working in a school or campus environment is a plus
• Proficiency with Microsoft Office and basic facility-management or tracking systems

Preferred Education and Experience

• Experience supporting facilities, maintenance, or operations departments
• Familiarity with work-order systems, vendor coordination, or compliance documentation

Work Authorization

Employee must be authorized to work in the United States of America. Employment is contingent upon successful completion of required background checks.

Affirmative Action / EEO Statement

Wayland Academy is committed to a workplace free of discrimination and harassment. Wayland Academy does not discriminate on the basis of race, color, religion, sex (including pregnancy, gender identity or expression), national origin, sexual orientation, age, disability, genetic information, marital status, political affiliation, or any other protected characteristic.

Other Duties

The employee may be assigned other reasonable duties by the Head of School or supervisors as deemed necessary to support the effective operation of the school.