Facilities Administrative Assistant - The Principia : Job Details

Title: Facilities Administrative AssistantDepartment/Location: Facilities Department, Principia CollegeOrganizational Relationships: Reports to the Director of FacilitiesSummary: Performs administrative duties for the Facilities Customer Service DeskWho We Are At our award-winning pre-K-12 school in St. Louis, Missouri, and top-ranked Principia College in Elsah, Illinois, Principia faculty and staff make up a close-knit community of educators, coaches, and professionals taking a distinct approach to education-blending academic excellence with Christian Science-based character education. Principia's team of over 500 employees supports not only Principia School and Principia College, but also a worldwide network of Alumni & Friends. At Principia College, our globally-focused curriculum honors diverse perspectives and develops creative changemakers who use their academic skills for good in service to themselves, their communities, and the world. In-depth study meets real-world experience through study abroad programs, internships, capstone projects, and a robust slate of student activities, including a world-renowned mediation team, top-ranked solar car team, national champion rugby club, and the nation's oldest student-run public affairs conference. Principia employees are part of an engaging academic community preparing students to be tomorrow's leaders, thinkers, and changemakers. We strive to create a collaborative and inclusive environment where everyone feels they belong and are valued. Essential Duties:Facilities Service Desk:

• Responds to customer requests, questions, and complaints, resolving issues related to Facilities Department operations, policies, and procedures. Keeps relevant office staff informed of customer service issues.
• Tracks and monitors the sign-in/sign-out of contractors on campus, as well as keys and access card checkouts.
• Assists with routine, emergency, and non-routine communication by monitoring and responding to radio calls; assigned Radio Call name is Facilities Base.
• Assists customers with entering work orders and tracking their status in the Work Order System.
• Prepares and helps coordinate rental house leases, tenant questionnaires, and associated documents.

Fleet Management:

• Manages fleet vehicle reservations, assigning, tracking, and confirming the return of vehicles.
• Periodically inspects the condition of returned vehicles, assesses any fees or charges, and effectively communicates vehicle issues to the Mechanic shop.
• Provides training and guidance to vehicle users on policies, procedures, and best practices to ensure proper utilization of fleet resources.
• Maintains comprehensive fleet management records, including reservation vehicle usage, maintenance, performance metrics, recommendations for vehicle replacement, and the Master Vehicle spreadsheet.
• Serves as a Fuel Master administrator, updating vehicle/fuel spreadsheets, entering data into the Fuel Master software, and managing Prokees inventory.

Administrative Duties:

• Oversees the general operation of the main office, including mail dissemination, ordering supplies, and maintaining general order.
• Compiles standard and special reports requiring data tabulation and manipulation.
• Performs general clerical duties such as typing, filing, copying, answering telephone calls, and ordering supplies.
• Assists the Bookkeeper by providing data and tracking chargeables for work orders, vehicle use/fees, utility data, invoicing, and other records.
• Backs up the work order administrator and bookkeeper during vacation periods, holidays, and as needed.
• Updates office records such as employee addresses, years of service, and call lists.
• Updates and distributes the monthly Duty Schedule.
• Drafts correspondence for the Director's approval and sends campus-wide distribution messages.
• Maintains the Facilities department web pages.
• Plans events such as Facilities Meetings, Bowling parties, Christmas parties, and Employee Recognition/Anniversary parties.
• Assists HR and other departments with information about Facilities' new employees and years of service, and coordinates all-department meetings and functions.

Required Qualifications/Skills:

• Minimum of two years of relevant experience in administrative roles, preferably in customer service, office management, or facilities management.
• Able to work 8am to 5pm, Monday to Friday, coordinating breaks with other office staff.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint); ability to learn and adapt to other software packages.
• Strong customer service orientation with excellent verbal and written communication skills.
• Excellent organizational skills with the ability to prioritize tasks and manage multiple responsibilities.
• Demonstrated ability to provide high-quality customer service, including effective communication, problem-solving, and conflict resolution.
• Attention to detail and accuracy in data entry, record-keeping, and report generation.
• Ability to work independently and as part of a team.
• Ability to work under pressure, prioritize tasks, and meet deadlines in a fast-paced environment.
• Proven track record of maintaining satisfactory work performance and attendance.
• Ability to maintain positive intercultural and interpersonal relationships.

Preferred Qualifications/Skills:

• Experience with reservation management, software, and systems.
• Experience with Adobe Acrobat Pro
• Knowledge of radio communication protocols.
• Previous experience in a higher education or campus environment.

• Basic knowledge of the building maintenance/service industry and facilities management operations.

Physical Requirements:

• Ability to lift up to 25 pounds.
• Ability to stand or sit for extended periods.

*The statements herein are intended to describe the general nature and level of work being performed but are not to be seen as a complete list of responsibilities and are subject to change at the discretion of the employer. Additionally, they do not establish a contract for employment.