Admin Assistant - Properties and Facilities

One More Child•Jacksonville, FL

56d•Onsite

About The Position

This position provides administrative and organizational support to the Executive Director of Properties. The role assists with coordinating details related to construction projects, property maintenance, scheduling, communication, and recordkeeping. This position helps keep information organized, supports vendor and internal communication, and ensures routine administrative tasks are completed accurately and on time.

Requirements

High school diploma or GED
Experience in clerical work
Proficient in Microsoft office application and willingness to learn project management software.

Nice To Haves

Project Management experience
Associates degree

Responsibilities

Provide administrative support for construction and maintenance activities, helping organize information, documents, and schedules.
Assist with communication to contractors, vendors, architects, engineers, and internal teams by gathering information, confirming details, and sending follow-ups as directed.
Help maintain organized project files, including drawings, permits, progress photos, contracts, and other documentation.
Assist with the processing and tracking of invoices to ensure they are coded correctly and submitted promptly.
Support scheduling needs such as setting up meetings, coordinating site visits, arranging travel, and managing calendar updates.
Help track and organize equipment, supplies, furniture orders, and deliveries for construction and renovation projects.
Maintain systems for organizing records, including digital files, spreadsheets, and project folders.
Assist with updating Asana tasks, timelines, and project notes to reflect current progress.
Help collect bids, proposals, and vendor documents when needed.
Ensure routine reporting, data entry, and assigned administrative tasks are completed accurately and in a timely manner.
Perform other administrative duties as assigned by the Executive Director of Properties.