Administrative Assistant Business Operations and Projects

PHILABUNDANCE•Philadelphia, PA

37d•$26 - $26

About The Position

The Administrative Assistant of Business and Operations – Facilities & Property Management plays a central role in organizing, communicating, and project managing activities within the Facilities department. This position supports property management, facilities operations, maintenance coordination, and project execution to ensure the efficient and effective functioning of all sites. The role serves as a key liaison between internal stakeholders and external vendors, contractors, and service providers, facilitating clear communication and timely completion of facilities-related initiatives. Responsibilities include coordinating maintenance schedules, supporting capital and operational projects, tracking budgets and documentation, managing service contracts, and ensuring compliance with relevant policies and procedures. This position requires strong organizational and project management skills, attention to detail, and the ability to manage multiple priorities. Due to the nature of the work, the role involves handling confidential information related to property matters, vendor agreements, and internal documentation, requiring a high level of professionalism and discretion.

Requirements

High School Diploma or GED a plus. Additional formal education is preferred.
A minimum of 5 years of experience in property management, construction, or maintenance administration or related role.
Experience developing and executing presentations and communications.
Previous experience working with a diverse cross section of teams.
Ability to function as a liaison, intermediary and point person for department activity.
Experiencing creating detailed and accurate complex reports, including financials, logistics, strategic goals, and department status.
Experience interacting with vendors, third party organizations, internal customers and executive leadership with projects, events and emergency situations.
Strong administrative capability to work with databases, produce reports, communication, analysis and present internally and externally. (Microsoft suite, ppt, database exp. and Zoom/Teams)
Excellent interpersonal skills: ability to build strong relationships and work collaboratively with individuals and teams internally and externally.
Ability to build relationships and communicate via phone, face to face, Teams and other direct and indirect approaches.
Support vendor management, liaison within the team and key contact for external contacts.
Organizational skills which yield consistent accurate information, filing systems, alignment with storage and communication standards and are produced in a timely reliable manner.
Ability to write, edit and proofread a wide variety of documents including presentations, reports, and communication documents.
Must have strong attention to detail and deadlines.
Strong mathematical aptitude.
Must have the ability to be available evenings, weekends and take on extended hours as business needs demand.
Occasionally, must be willing and able to travel within and outside of the service area (employee can use public transportation, rideshare service, personal vehicle, or other means)
Must be physically compatible with travel, office visits, events, and meetings.
Must have valid driver’s license if using company vehicle.
Work in a seated position up to 8 hours a day, 5 days a week; Bend, stoop/squat, and walk intermittently throughout the day; Must be able to move up to 20 pounds.
Shared supported lift is preferred, two people can move objects to lower impact.
See, hear, and speak with sufficient capability to perform assigned tasks and maintain proper safety conditions.
Maintain an acceptable work pace and align with required personal and team deadlines.
Must meet goals.
Demonstrate cognitive ability to: provide direction as well as follow directions and routines, work independently with appropriate judgment, read words and numbers, concentrate, memorize, recall, identify logical connections and determine sequence of response, process proactively and identify near and long-term future needs as well as evaluate problems and escalate/inform management as is necessary.
Perform office tasks using simple hand grasp, fine hand manipulation, and reach associated with assigned tasks such as keying.

Nice To Haves

Previous experience in a warehouse, transportation, or logistics environment.
Related Certifications a plus.

Responsibilities

Provide daily administrative support to the Director, Business Operations and Projects
Draft correspondence, memos, reports, and meeting notes.
Maintain organized digital and physical filing systems.
Assist with scheduling meetings, service appointments, and departmental events.
Receive and log maintenance and cleaning service requests.
Enter, update, and close work orders in the tracking system.
Monitor work order status and follow up for timely completion.
Generate routine reports on work order activity and response times.
Assist in maintaining daily, weekly, and periodic cleaning schedules.
Support preventive maintenance scheduling and reminders.
Track completion of assigned maintenance tasks.
Maintain inspection logs and service records.
Assist with coordinating vendor visits and maintain service calendars.
Collect and file vendor documentation (insurance certificates, contracts, W-9s, etc.).
Assist with processing purchase orders and invoices.
Confirm service completion prior to invoice submission.
Track departmental expenses and reconcile invoices.
Assist with maintaining spreadsheets for budget monitoring.
Assist with procurement documentation, GL coding and securing the necessary approval.
Monitor office and janitorial supply inventory levels.
Maintain equipment service records and asset lists.
Organize compliance documentation (inspections, permits, safety records).
Support internal and external audit preparation.
Ensure documentation is updated and accessible.
Communicate status updates on maintenance or cleaning requests.
Provide general information regarding facilities policies and procedures.
Escalate urgent matters to the leadership as needed.
Assist with managing departmental SOPs.
Maintain department calendars and contact lists.
Support onboarding coordination for maintenance or cleaning staff (badges, documentation routing).
Assist with special projects and departmental initiatives.
Order and maintain office supplies for the facilities department.
Manage filing platforms such as SharePoint, drives, Teams, SOP filing and other digital filing, Responsible for supporting and aligning with Philabundance Cultural and pillars.
Ensure communications, actions and interactions reflect a focus on People, Professionalism, Partnerships, and Progress.
Cover the front desk as assigned or needed, receptionist responsibilities; assist other administrators as needed.
Oversee AIB International documentation including Preventive Maintenance requirements/schedule, Master Cleaning Schedule, Pest Control & Glass & Brittle.
Update Pest Control Weekly Service Reports Binder.
Become a member of the Safety Committee Meeting.
Be the support in the meeting for the facilities team in and out of the meeting as well as completing warehouse inspections.