Administrative Assistant

Overview

• Provide temporary administrative support to the Facilities team during a period of increased operational workload.
• Assist with managing and reducing the backlog of Certificates of Insurance (COIs) documentation.
• Coordinate with vendors and internal stakeholders to ensure timely documentation updates.
• Perform general administrative tasks such as data entry, document preparation, and filing.
• Support the tracking and coordination of administrative tasks related to Facilities operations.
• Temporary role expected to last until September 2026, located on-site.

Key Responsibilities & Duties

• Manage and reduce the backlog of Certificates of Insurance (COIs) documentation.
• Coordinate follow-ups with vendors regarding expiring COIs and other required documentation.
• Communicate with vendors to obtain proposals, quotes, and insurance materials.
• Support Facilities operations and capital projects through administrative coordination.
• Perform data entry, document preparation, and general administrative duties.
• Assist with tracking and monitoring administrative tasks related to Facilities operations.

Job Requirements

• Associate's degree preferred or equivalent combination of education and relevant experience.
• Minimum of 1 year of administrative or office coordination experience.
• Experience managing vendor documentation and contracts is preferred.
• Proficiency in handling multiple priorities in a fast-paced office setting.
• Strong organizational and communication skills for vendor coordination.
• Ability to perform data entry and document management tasks efficiently.