Administrative Assistant- Facilities

We are seeking qualified candidates for an open Administrative Assistant position in our Program Management division. This position will require you to work from our client’s office in Rochester, NY.

The Administration Assistant to the Facilities Manager will provide administrative support to ensure the efficient operation of the facilities department. This role involves a variety of tasks, including data entry, scheduling, communication with vendors, and assisting with the coordination of facilities-related projects.

Key Responsibilities:

• Administrative Support:
• Assist the Facilities Manager with daily administrative tasks.
• Manage and maintain schedules, appointments, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Facilities Coordination:
• Coordinate maintenance and repair schedules.
• Communicate with vendors and contractors to ensure timely completion of work.
• Assist in the management of facilities-related projects.
• Record Keeping:
• Maintain accurate records of facilities operations, including maintenance logs and equipment inventories.
• Track and report on facilities-related expenditures.
• Customer Service:
• Serve as the first point of contact for facilities-related inquiries.
• Address and resolve issues or escalate them to the Facilities Manager as necessary.
• Procurement:
• Submit requisitions in Ariba on behalf of manager.
• Respond to vendor inquiries.
• General Office Duties:
• Perform general clerical duties, including filing, photocopying, and mailing.
• Order and maintain office supplies.

Education:

• High School Diploma or GED required.
• Associate or bachelor’s degree in business administration, facilities management, or a related field preferred.

Experience:

• 1-3 years of experience in an administrative role.
• Experience in facilities management is a plus.

Skills:

• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to multitask and prioritize effectively.
• Strong problem-solving skills.
• Attention to detail and high level of accuracy.

Body, mind, and wallet—LaBella’s benefits support a holistic approach to your health and wellness, creating the foundation for physical, mental, and financial well-being. Our benefit offerings cover the must-haves (healthcare and retirement), the just-in-cases (insurances and employee assistance programs), and the cherry-on-tops (fitness reimbursements, year-end incentive pay, and tuition assistance). Visit our website for more details on benefits listed below.

• Flexible Work Schedule
• Health/Dental Insurance
• 401k Plan with Employer Match
• Short & Long Term Disability
• Profit Sharing
• Paid Time Off
• Leadership Development Program
• Fitness Reimbursement
• Tuition Reimbursement
• Referral Bonus Program
• Wellness Program
• Team Building Events
• Community Service Events