Facilities Assistant

• Provide broad administrative support for facilities operations, ensuring requests, records, and daily tasks are handled accurately and efficiently
• Process invoices and assist with payment-related activities while maintaining organized documentation and timely follow-up
• Serve as a point of contact for external agencies and internal partners to support smooth communication across facilities matters
• Assist with mail services and work closely with the mailroom team to help maintain dependable distribution and delivery processes
• Coordinate visits from service providers and other vendors, including scheduling, access support, and on-site logistics
• Work with building management to confirm certificates of insurance are received and properly tracked for vendor compliance
• Create purchase orders and support related procurement activities for facilities needs
• Use ticketing and facilities systems to monitor requests, update status information, and help resolve workplace issues promptly

• Prior experience in facilities support, workplace operations, or a similar office services environment is required
• Demonstrated ability to create and manage purchase orders with a high degree of accuracy
• Background handling invoicing, payment processing, or other high-volume administrative workflows
• Experience coordinating vendors, service providers, or building-related contacts in a detail-focused setting
• Proficiency with Microsoft Office applications for documentation, communication, and reporting
• Familiarity with Jira or another ticket management platform used to track service requests
• Knowledge of CMMS or computerized maintenance management systems is preferred
• Flexibility to support varying schedules, overtime, and occasional weekend coverage when needed

Knowledge of CMMS or computerized maintenance management systems is preferred

• medical
• vision
• dental
• life and disability insurance
• 401(k) plan