The Administrative Assistant is responsible for supporting the smooth and efficient operation of the office while managing a variety of administrative and facilities-related tasks. The ideal candidate is proactive, detail-oriented, and capable of handling multiple priorities with professionalism. Do you thrive on getting things done efficiently and having a positive attitude at work? If so, apply to join our team today! This is a hybrid position with Monday- Wednesday in office and the rest of the week remote.
Administrative Responsibilities:
Provide comprehensive administrative support to senior leaders, including managing calendars, scheduling meetings, and coordinating communications.
Prepare and organize correspondence, reports, presentations, and other business documents.
Maintain and update office records, databases, and electronic filing systems to ensure data accuracy and accessibility.
Plan, organize, and schedule company meetings and events, both on-site and off-site, including virtual meetings via videoconferencing.
Arrange travel accommodations for employees, ensuring that travel logistics are handled efficiently.
Order and manage office supplies, oversee food deliveries for meetings, and maintain inventory to support day-to-day operations.
Assist the Licensing Specialist with various projects and provide backup support as needed.
Facilities Management Responsibilities:
Assist in managing daily operations and maintenance of office facilities, including equipment and supply management.
Coordinate repair and maintenance requests, ensuring timely follow-up and resolution of facility-related issues.
Maintain up-to-date records of facility inspections, maintenance schedules, and compliance documentation.
Liaise with vendors, contractors, and service providers to ensure quality service delivery and maintain strong working relationships.
Provide administrative support to the Facilities Manager, including scheduling meetings, tracking tasks, and preparing reports.
Communicate facility updates, procedures, and issue resolutions to employees, ensuring a clear flow of information.
Act as the primary point of contact for office-related concerns and inquiries from staff.
Support special projects and initiatives as required, contributing to continuous improvement in office and facilities management.
Qualifications:
Minimum of 2-3 years of experience in administrative support, with at least 1-2 years in facilities management or a related field.
High school diploma or equivalent required.
Associate's degree or higher preferred.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong organizational skills and the ability to manage multiple priorities simultaneously.
Excellent verbal and written communication skills, with strong interpersonal abilities.
Ability to build and maintain positive vendor relationships and handle facility-related negotiations.
Highly detail-oriented with strong problem-solving and troubleshooting skills.
Ability to work both independently and as part of a collaborative team.
Adaptable and flexible, with the ability to respond effectively to changing priorities and tasks.
Committed to upholding PFP's core values: Caring, Integrity, Passion, Drive, and Resilience.