Write and distribute email, correspondence memos, letters, faxes, and forms
Assist in the preparation of regularly scheduled reports
Develop and maintain a filing system
Update and maintain office policies and procedures
Coordinate and schedule maintenance activities for the facility
Communicate with maintenance staff and contractors to ensure timely completion of tasks
Maintain records of all maintenance work, including work orders, inspections, and repairs
Monitor inventory of maintenance supplies and order new supplies as needed
Ensure compliance with safety regulations and company policies
Assist in the development and implementation of maintenance procedures
Respond to maintenance requests and emergencies in a timely manner
Conduct regular inspections of the facility to identify maintenance needs
Act as the point of contact for internal and external clients
Desired Candidate Profile
We are seeking a highly organized and motivated Administrative Assistant to join our team. The ideal candidate will have excellent communication skills, a strong attention to detail, and the ability to multitask in a fast-paced environment. As an Administrative Assistant, you will be responsible for providing administrative support to ensure efficient operation of the office with the below requirements:
Proven experience in maintenance coordination or a similar role
Excellent communication and interpersonal skills
Strong organizational and multitasking abilities
Knowledge of maintenance procedures and safety regulations
Proficiency in using maintenance management software and tools
High school diploma or equivalent; additional education in maintenance or facilities management is a plus