Back to Jobs search

Facilities Administrative Assistant

Healthcare Services Group, Inc. • Locust Valley, NY • 4h ago

Overview

CAMPUS SERVICES GROUP

JOB DESCRIPTION

TITLE: Administrative Assistant DEPARTMENT: Environmental Services

REPORTS TO: Director of Facilities JOB CODE: 37-3011

STATUS & GRADE: Non-Exempt

EMPLOYMENT : Full-time

Pay Rate: $25-32/hr

Location: 270 Duck Pond rd Locust Valley NY

Hours: Mon-Fri (7:30am-4pm)

Section 2: Position Summary.

The Administrative Assistant will be the first point of contact for internal and external customers seeking support and information regarding facility operations and event coordination. Under the supervision of the Director of Facilities, this role will coordinate with all outside contractors in support of facility operations and school events, including maintaining records and contracts, coordinating project activities, and providing scheduling support.

Responsible for evaluating and coordinating service with the Facilities team, the Administrative Assistant will assist with evaluating task prioritization and serves as a customer advocate for problem resolution. The coordinator will be responsible as the lead for departmental planning efforts for school events.

Responsibilities:

Manage CMMS software system

Serves as the first point of contact for the facilities department and provides assistance to all campus constituents.

Performs activities such as photocopying, compiling records, filing, tabulating, posting information and scheduling.

Maintains records, prepares forms, verifies information and resolves routine problems.

Operates various office machines.

Opens and routes incoming mail, answers correspondence and prepares outgoing mail.

Answers telephone, conveys messages and runs errands.

Process invoices and generate purchase orders for approval, orders supplies as needed

Maintain facilities filing systems for all related information such as vehicle information, pest management, boiler sheets, insurance information, etc.

Responsible for ordering and maintaining needed uniforms and relationships with outside vendors.

Responsible for administration related to service response system including but not limited to work order system vehicle maintenance and repair, insurance claims, etc.

Provide support for campus activities and maintain a campus environment that is safe, clean, and conducive to learning.

Assist fire drill, lockdown, and other safety exercises.

Coordinate daily operations of assigned campus events to include setup, execution and breakdown.

Maintain inventory of equipment and supplies.

Attend scheduled events, as assigned, to ensure all needs of the customer are meet at an exceptional level

Performs other duties as assigned

Qualifications:

Bachelor's Degree required

Experience in CMMS software program(s)

One (1) to three (3) years administrative assistant / office experience

Excellent customer service skills and ability to interact with all members of campus community

Excellent computer skills with knowledge of Microsoft Office applications including Word, Excel, Teams, PowerPoint and Outlook

Excellent communication and interpersonal skills

Ability to multi-task and prioritize tasks in a busy environment, ability to problem solve

Good organizational and planning skills

Maintains high standards for work areas and appearance.

Maintains a positive attitude.

Ability to work a flexible schedule helpful.

Must comply with any dress code requirements.

Physical Requirements

Ability to lift and/or move up to 15 pounds

Physically able to maintain a shift with frequent walking and climbing and descending numerous interior and external stairs and campus grounds including multi-level building facilities.

Walking, standing, and sitting during work hours

Schedule: 8 hour shift

Day shift: Monday to Friday

Preferred Requirements:

Bachelor's degree

Experience in education setting

Experience with events planning / management

Experience with administrative duties in facilities

Benefits:

Competitive salary and benefits package.

Paid time off

Paid holidays

Benefits

Join Our Team Join Our Team (https://careers-hcsgcorp.icims.com/jobs/653203/facilities-administrative-assistant/job?mode=apply&apply=yes&in_iframe=1&hashed=-336028984)

Submission FAQs (https://icims.help/candidate-faq)

Job LocationsUS-NY-LOCUST VALLEY

Updated Date6/6/2025

Requisition ID2025-653203

CategoryCustodial and Janitorial Services

Shift1st Shift/Day Shift

TypeRegular Full-Time

Location : Address270 DUCK POND ROAD

Location : Postal Code11560

Division : NameDivisionM

Similar Jobs

Customer Service Rep

Adecco US, Inc. • Stamford, CT • 4h ago

Management & Administrative

Immediate opening for an experienced Customer Service Rep for our Stamford client. Pay rate - $ 26 hr If you meet the qualifications listed below please Apply Now! Responsibilities for the Customer Service Rep include bu...

4h ago

Go to Apply

Operations Manager

New York State Civil Service • Hempstead, NY • 4h ago

Management & Administrative

NY HELP No Agency Assembly Majority, NYS Title Operations Manager Occupational Category Administrative or General Management Salary Grade NS Bargaining Unit None listed Salary Range From $54000 to $56000 Annually Employm...

4h ago

Go to Apply

Project Manager, Marketing/Creative

Leviton • Melville, NY • 4h ago

Management & Administrative

About Leviton At Leviton, we build what's next to light, power, and connect everyday spaces, from electrical to lighting, to data networks, and energy management. With over 115 years of history, Leviton develops thoughtf...

4h ago

Go to Apply

Manager, Transfer Pricing

Deloitte • Stamford, CT • 4h ago

Management & Administrative

Business beyond borders. Transfer pricing on a global scale - a multidisciplinary field that integrates economics, business, finance, legal, and tax principles in the analysis of global intercompany transactions. You mus...

4h ago

Go to Apply

Manager, Transfer Pricing

Deloitte • Jericho, NY • 4h ago

Management & Administrative

4h ago

Go to Apply

Administrative Assistant II

Adelphi University • Garden City, NY • 4h ago

Management & Administrative

Administrative Assistant II Job Department/School College of Nursing and Public Health FT/PT/Temp Full time Location Garden City, N.Y. Administrative Assistant II College of Nursing and Public Health JOB SUMMARY: Provide...

4h ago

Go to Apply

Manager, IT Network Operations

Robert Half • Farmingdale, NY • 1d ago

Management & Administrative

Description We are looking for a dynamic Manager of IT Network Operations to oversee and enhance our organization's network infrastructure. This role involves ensuring the stability, security, and scalability of network...

1d ago

Go to Apply

Customer Service Associate - Temporary

Walgreens • Hempstead, NY • 1d ago

Management & Administrative

Job Description: Models and delivers a distinctive and delightful customer experience. Registers sales on assigned cash register, provides customers with courteous, fair, friendly, and efficient checkout service. Custome...

1d ago

Go to Apply

Warehouse Clerk - Temporary Assignment

Curtiss-Wright Corporation • Farmingdale, NY • 1d ago

Management & Administrative

Warehouse Temp We are looking for a Warehouse Temp to assist with relocating files and other storage within the facility. Location: East Farmingdale, NY. Hourly pay: $17.00 - $18.50 an hour. Please note that the pay rang...

1d ago

Go to Apply

Administrative Assistant

Robert Half • Syosset, NY • 1d ago

Management & Administrative

Description We are looking for a proactive and tech-savvy Administrative Assistant to join a small accounting office. This Contract to permanent position offers an excellent opportunity to support corporate clients while...

1d ago

Go to Apply

Subscribe to get new jobs sent directly to you
(no charge, cancel anytime)

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.