Facilities Administrative Assistant

Reporting to the Director of Facilities Operations, and collaborating with the Facilities supervisory team, the Facilities Administrative Assistant provides comprehensive administrative and management support to the Facilities team.

Primary Facilities responsibilities include:

Organize and maintain internal operating procedures, communications, and recordkeeping for Facilities team, including but not limited to maintaining Facilities network drive and recordkeeping requirements; 

process invoices, utility bills, credit cards and charge accounts and maintain records in an organized manner in order to reconcile usage and payments; manage work order system including maintaining roster of users, structure of roles/responsibilities/notifications and assignments; assist Facilities managers and supervisors with onboarding new vendors; set up and maintain a vendor file with appropriate information, points of contact, agreements, etc.; coordinate with town building inspector to arrange annual inspections for buildings, pool and Early Learning Center; coordinate requests for elevator service; ensure annual inspections are scheduled; coordinate purchase and distribution of uniforms and other routine supplies; assist in coordination of day-to-day operations of departments within Facilities under the guidance of the Director of Facilities Operations; maintain the on-call coverage schedule; assist Managers and Supervisors across Facilities departments with maintaining up-to-date Training and Certification/Licensure rosters and assist as requested with scheduling training and with renewals processing; utilize Deerfield GIS campus mapping software to store selected records and images; as requested, use GIS mapping tools to gather field data to support managers and supervisors.

Administrative support for the Director of Facilities Operations includes: As requested, manage the Director of Facilities Operations calendar to ensure organized and efficient scheduling of time, meetings, and interviews; coordinate and schedule recurring departmental meetings, prepare and distribute agendas; record minutes in a timely way, and follow up as requested; as needed, greet visitors and employees, answer main phone line and communicate in a professional manner to ensure smooth departmental and campus communications.

Sign on Bonus - The successful candidate will receive a $1,000 sign-on bonus ($500 paid at the time of hire and $500 at the end of 90 days.)

Qualifications: Associates Degree or equivalent coursework and/or years of experience, 3-5 years administrative experience, excellent interpersonal, oral and written communications skills; proficiency with MS Office Suite, data entry and integrated databases; the ability to work professionally and effectively both independently and as part of a team; ability to multi-task effectively; ability to manage time efficiently and flexibility to adapt to changing priorities; sensitivity to and ability to handle confidential information; exceptional attention to detail; and a demonstrated commitment to diversity and inclusion, and to serving the needs of a diverse community.