Facilities Administrative Assistant

$18 - $23 yearly
  • The Terraces at Los Altos/HumanGood
  • The Terraces at Los Altos, Pine Lane, Los Altos, CA, USA
  • Nov 24, 2021
Full time Admin-Clerical Health Care / Medical

Job Description

Under general supervision, provides administrative and secretarial support for Facilities. Acts as the central point of operations for all facilities related services. Prepares letters of correspondence, types various documents, utilizes Word programs, coordinates travel arrangements as needed, updates computer files and screens incoming calls. The admin assistant assists the Facilities Team in the management of all properties leased or owned by the organization. Customer service and the ability to multi-task are critical to this position. As a representative and team member of the company, this position is expected to present oneself in a manner that reflects professionalism and ensures resident satisfaction.

Work Duties

  • Provides day to day administrative support to the Director, Buildings and Grounds.
  • Administers the Facilities Service Desk:
  • Process all phone, walk-in, and emailed service requests
  • Communicate with internal customers regarding request status, options, and results
  • Dispatch requests to the appropriate personnel
  • Work Order Management:
  • Service Request generation and technician assignment
  • CMMS system monitoring for prompt closure, follow-up
  • Collect and report service metrics and other relevant data
  • Purchase requisitions, vendor billing, invoice processing and budget tracking for Facilities
  • Administer the security card access system
  • Coordinate event setup requests and schedule appropriate support services (cleaning, etc.) to accommodate community schedule
  • Interface with vendors regarding daily service, scheduled service and special requests:
  • Communicate requests via logs and direct communication as needed
  • Report service issues and track preventive maintenance
  • Maintain office supply inventory for Facilities team
  • Develop and maintain office filing system for vendor info, service hist., doc library, etc.
  • Develop and maintain a current vendor list
  • Develop and maintain emergency contact sheets for Facilities - staff and vendor info.
  • Schedule and track department training
  • Assist Director of Facilities and Emergency Management Coordinator as necessary on a variety of special projects and tasks

What's in it for you? 

As the largest nonprofit owner/operator of senior living communities in California and one of the largest in the country, we are more than just a place to work. We are here to ensure that all we serve are provided with every opportunity to become their best selves as they define it, and this begins with YOU.

HumanGood offers competitive pay and phenomenal benefits. Eligible positions (30+ hours/week) start with 20 paid days off, plus seven holidays, a company-matching 401(k) and health plans that give you cash to use for those unexpected health issues. We also offer a Tuition Reimbursement to promote your career advancement. 

Come see what HumanGood has to offer!

When applying, please note that you saw the job posted on the NOVAworks Job Board. If you need help with your resumé, please see a NOVAworks Career Advisor.