Facilities Administrative Assistant

The Principia Corporation - Elsah, IL

Full-time - Entry Level

Elsah, IL

251-500 employees

Educational Services

About the position

The Facilities Administrative Assistant plays a crucial role in supporting the Facilities Department at Principia College by performing various administrative duties, managing customer service requests, and overseeing fleet management. This position is essential for ensuring smooth operations within the Facilities Department and enhancing the overall customer experience for staff and contractors.

Responsibilities

• Respond to customer requests, questions, and complaints related to Facilities Department operations.
• Track and monitor the sign-in/sign-out of contractors on campus, as well as keys and access card checkouts.
• Assist with routine, emergency, and non-routine communication by monitoring and responding to radio calls.
• Assist customers with entering work orders and tracking their status in the Work Order System.
• Prepare and help coordinate rental house leases, tenant questionnaires, and associated documents.
• Manage fleet vehicle reservations, assigning, tracking, and confirming the return of vehicles.
• Inspect the condition of returned vehicles and communicate vehicle issues to the Mechanic shop.
• Provide training and guidance to vehicle users on policies and procedures.
• Maintain comprehensive fleet management records and manage Prokees inventory.
• Oversee the general operation of the main office, including mail dissemination and ordering supplies.
• Compile standard and special reports requiring data tabulation and manipulation.
• Perform general clerical duties such as typing, filing, and answering telephone calls.
• Assist the Bookkeeper by providing data and tracking chargeables for work orders and vehicle use.
• Update office records such as employee addresses and years of service.
• Draft correspondence for the Director's approval and send campus-wide distribution messages.
• Plan events such as Facilities Meetings and Employee Recognition parties.

Requirements

• Minimum of two years of relevant experience in administrative roles, preferably in customer service, office management, or facilities management.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
• Strong customer service orientation with excellent verbal and written communication skills.
• Excellent organizational skills with the ability to prioritize tasks and manage multiple responsibilities.
• Demonstrated ability to provide high-quality customer service, including effective communication and problem-solving.
• Attention to detail and accuracy in data entry, record-keeping, and report generation.
• Ability to work independently and as part of a team.
• Ability to work under pressure, prioritize tasks, and meet deadlines.

Nice-to-haves

• Experience with reservation management software and systems.
• Experience with Adobe Acrobat Pro.
• Knowledge of radio communication protocols.
• Previous experience in a higher education or campus environment.
• Basic knowledge of the building maintenance/service industry.