Administrative Assistant – Facilities from Apidel Staffing (For Fortune 500 Client)

Client: Fortune 500

Title: Administrative Assistant – Facilities

Location: Wellesley Hills, MA

Duration: 02 Months (Extension Possible)

Pay Rate: $34.51/hr on W2

Responsibilities:

• Use a computerized maintenance management system (FMX) to input, track, schedule, and verify college-wide work requests, preventative maintenance and emergency needs; Assist college staff with workorder entry.
• Maintain department computer databases such as inventory, key management, and energy management.
• Serve as the Facilities department liaison for college special events including providing information to staff, creating event setup work orders, and scheduling cleaners and other requested auxiliary services.
• Assist in the preparation of bid/quote documents and the review of bids from vendors for external services such as trash removal, custodial supplies, and facilities maintenance and repairs.
• Prepare reports on a regular basis, including budget status, project spending, time and attendance, energy tracking, space utilization, and work order/preventative maintenance status.
• Research the purchase of new/replacement equipment and assess the value of contract services and supplies.
• Assist in the recommendation of policies and procedures related to facilities.
• Attend meetings, forums, and conferences related to facilities and maintenance issues to maintain current and progressive knowledge in higher education facilities operational areas.
• Liaise with Office of Information Technology for the Facilities Department.
• Field and receive calls and emails from college community on facilities-related matters such as heat, cold, snow removal, etc.
• Communicate with staff and faculty on completion of work orders.
• Coordinate facilities administration work in the absence of the Director of Facilities, or the Building Maintenance Supervisor II.
• Provide excellent customer service to faculty, staff and outside agencies.