Edgehill is looking for a Facilities Administrative Assistant with experience/background in Maintenance/Facilities. We need candidates who love working with people, particularly with the senior population. The Facilities Administrative Assistant serves as the administrative support to the Facilities Director and the Plant Operations department in the community. PRINCIPAL DUTIES AND RESPONSIBILITIES- Screen calls and collect and prioritize mail
- Liaise with other departments within Edgehill
- Keep calendar schedules current; schedule, organize and follow up on scheduled services by the maintenance staff and outside contractors
- Manage contacts for service contractors and suppliers.
- Maintains vendor’s contracts and insurance certificate current and sets up new vendor’s accounts.
- Prepare letters and other documents, and circulate communications within our community
- Maintain files and records for the state, fire marshal inspections.
- Reconcile monthly billing statements and invoices, verify that they haven’t been paid, get them ready to be processed. Keep records of any invoice that hasn’t been processed by the closing deadline and enter them in the monthly accrual report.
- Prepare expense reports for team members.
- Submit to the appropriate supervisor for approval, Time Away Form the Office requests. Once approved, submit to HR.
- Types, assembles, copies, files and otherwise processes data required by the community in an accurate and timely manner
- Orders and maintains supplies, and arranges for equipment maintenance
- Places service calls as directed by supervisor
- Organizes, coordinates and assists in planning special events, including weekend events.
- Other duties and projects as assigned
PUBLIC RELATIONS/MARKETING
- General knowledge of community in order to take advantage of any opportunity to educate the community at large about Benchmark's unique approach to senior living services and to market BSL communities, if an opportunity presents itself, and when appropriate
- View all associates, home office associates, Executive Director and community leadership team
- Build relationships with internal and external customers
EDUCATION/EXPERIENCE/LICENSURE- CERTIFICATICATION
- High School graduate; Associates degree preferred
- 3 to 5 years’ experience supporting VP level or above
- Notary Public (a plus, but not a requirement)
