Administrative Generalist

DEFINITION & BASIC FUNCTION:

This is a professional position, which involves administrative and clerical duties as a support to the Friendship Community Campus with a focus on Facilities support.

 

ACCOUNTABILITY:

This Team Member is responsible to the Associate Director of Facilities, who is to be consulted for workload priorities, concerns, or problems.

 

RESPONSIBILITIES:

1. Demonstrates a respectful, positive attitude that promotes service excellence to Individuals, fellow Team Members, families, and/or the public.

2. Supporting purchasing function for the organization (office basics, Amazon, setting up tax free accounts with businesses and maintaining authorized personnel on those accounts)

3. Scheduling of regular maintenance such as fire system, HVAC, and other required regular facilities inspections

4. Maintain vehicle maintenance records and registration and inspection records.

5. Maintain Facilities departmental staffing calendars including PTO, on-call schedules and related communications.

6. Administrative support for Limble, the facilities software work order and asset tracking system.

7. Back up Administrative Generalist/Receptionist at the Front Desk as needed.

8. Support the Facilities team by handling administrative tasks, procurement, and logistics for work.

9. Prepare paperwork related to tenant communications including leases, insurance documentation renewal, and general inquiries.

10. Maintain and organize electronic and physical filing systems for facilities related to contracts, leases, regulatory documents, and correspondence.

11. Ensure compliance with company policies related to facilities and safety requirements, including maintaining records of staff compliance.

12. Other duties as assigned by Associate Director of Facilities.

 

WORK SCHEDULE:

This is a full-time hourly position, Monday through Friday 8:30 AM to 5:00 PM with a flexible, unpaid 30-minute lunch period. This schedule is subject to change when filling in for other administrative roles that may require different hours.

 

EDUCATIONAL REQUIREMENTS:

A high school education is required, additional related training preferred.

 

ESSENTIAL REQUIREMENTS & QUALITIES:

1. Ability to communicate effectively in person, telephone, and writing.

2. Strong public relations/customer service skills.

3. Proficiency in MS office Suite, property management software and can learn new systems, software and technology.

4. Ability to be flexible, prioritize, and multi-task.

5. High attention to detail and problem-solving skills.

6. Strong ability to maintain confidentiality, privacy, and respect.

7. Strong ability to maintain composure and emotional response to stressful or unique situations.