Administrative Assistant

Title: Administrative Assistant

Responsibilities:

• Provide administrative support to the Facilities Management team and assist with general departmental coordination
• Answer and route incoming calls and inquiries to appropriate team members
• Manage the calendar and scheduling needs for the Chief Facilities Officer and related departmental meetings and events
• Process maintenance, repair, janitorial, and security purchase orders and contracts within NetSuite
• Submit and track vendor and operations-related invoices and validate payment progress
• Coordinate vendor documentation (e.g., W-9s, COIs) and liaise with Finance on vendor qualifications and approvals
• Maintain departmental calendars, including event space reservations, and assist with financial tracking for monthly close
• Keep master vendor records current and well-organized across internal platforms
• Support ad hoc tasks and special projects to ensure smooth departmental operations

Qualifications:

• 2–5 years of experience in an administrative support role, ideally in facilities, infrastructure, or operations
• Familiarity with work order management systems (experience with PRISM highly preferred)
• Proficiency in NetSuite or similar procurement/invoice systems
• Strong knowledge of Microsoft Office, especially Outlook, Word, and Excel
• Exceptional attention to detail and organizational skills
• Excellent phone manner and written/verbal communication
• Ability to maintain discretion and professionalism when handling sensitive information
• College degree preferred but not required