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Facilities Administrative Assistant

2 months ago

Oklahoma City, United States Red Rock Behavioral Health Services Full time
Job DescriptionJob Description


SUMMARY

The Facilities Administrative Assistant provides overall administrative and organizational support to the Facilities Department. The Administrative Assistant maintains a close and highly responsive relationship with the daily activities of management and associated staff. Will develop and maintain positive and professional relationships with employees and vendors/contractors and has the ability to handle confidential information. The Administrative Assistant is expected to adapt and work independently to achieve results in the absence of day-to-day guidance.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

  • Answers department calls, screens and routes as needed, takes precise messages, etc. disseminates information when appropriate or refers to higher authority as required
  • Exhibits initiative, proficiency and adaptability to optimize the time of those supported.
  • Strong organizational, communication and interpersonal skills
  • A commitment to quality and excellence in service confidentiality and professionalism are important components of this role
  • Accountable for ensuring accuracy and completeness through attention to detail
  • Assists the Facilities team with tactical planning, following through on all work orders to ensure completion of every level/priority.
  • Manages a running list of current projects and purchase request/approvals.
  • Creates purchase orders for new construction, contractor repairs, facilities equipment and supplies
  • Creates work orders for PM discrepancies, planned work and preventive maintenance jobs
  • Monitor and maintain equipment service agreements and renewals
  • Maintains the database for the employee issued office keys and equipment inventories
  • Handles employees/contractors access badge process for new hires, departures, replacements, etc., building alarm codes and maintains an understanding of the appropriate software platform
  • Researches vendors and receives quotes, specs or other data related to goods and services
  • Assist in maintaining the Facilities Department SharePoint site.
  • Monitors and maintains up to date records and schedules for buildings, equipment and safety inspection compliance
  • Prepare facilities documents such as SOP’s and SOW’s
  • Attends staff meetings, workshops, and seminars to learn agency policies, rules, regulations, and procedures; participates in ongoing in-service training as well as pertinent external training
  • Performs other duties as assigned

QUALIFICATIONS

  • High School Diploma, GED or equivalent experience is required
  • Possession of a valid driver license (Operator)
  • Previous experience in the Facilities Maintenance environment preferred
  • Knowledge of facility maintenance work orders and ticket systems
  • 2+ years of administrative support experience, preferably in a fast paced, professional services environment
  • Superior customer service orientation and the ability to work as a productive member of a team
  • A positive and enthusiastic approach to daily responsibilities
  • Excellent verbal and written communication skills
  • Excellent organizational skills and detail oriented
  • Knowledge of Microsoft Office Products (Word, Excel, Outlook) preferred
  • Ability to multi-task and prioritize work, adapts quickly to unusual/stressful situations
  • Applies discretion and confidentiality at all times

HOW WE TAKE CARE OF YOU

  • We pay a generous portion of your Health Insurance
  • Low-cost Dental and Vision Insurance
  • Retirement Plan with employer contributions equal to 5% of annual salary
  • Student Loan Repayment options
  • No cost Employee Assistance Plan
  • 3 Weeks Paid Time-Off (increases annually between years 2-10)
  • 9 Paid Holidays
  • 1 Floating Holiday to use at your discretion.
  • 4 Rest and Relaxation days
  • 3 days of Education Leave
  • 4 hours of Volunteer Leave
  • Eligible for Pay Increases and Bonuses annually
  • Employer Paid Long-Term Disability and Life Insurance
  • Hybrid work options at some locations

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

Red Rock Behavioral Health Services does not discriminate based on race, color, national origin, religion, gender, gender identity, age, marital/familial status, sexual orientation, or disability.