Administrative Assistant - Facilities

Ring Power • St. Augustine, FL

14d • Onsite

About The Position

Provides high-level administrative support to the Director of Facilities & Environmental, with primary emphasis on real estate administration, lease management and environmental compliance. Specializes in proactive executive calendar management, including meetings, appointments, expense reports, and travel arrangements. Strategically filters communication and handles confidential information with discretion. Maintains lease portfolio records, critical dates, renewals, rent schedules, lease contracts, property files, easements, surveys and plans. Coordinates communication with landlords, brokers, attorneys, property managers, vendors, contractors, and internal stakeholders. Supports real estate transactions, site evaluations, acquisitions, dispositions, due diligence documents and executive reporting for leadership review. Coordinates vendor scheduling, permits, purchase orders, deposits, invoices, service agreements, inspections, and regulatory reporting requirements. Maintains project records/timelines, SharePoint databases, Capital Expenditure documentation, and all department records and systems. Performs other duties as assigned.

Requirements

• Able to easily and effectively comprehend written material and communicate orally and in writing with employees, vendors, landlords, brokers, and customers.
• Must possess strong interpersonal, organizational, communication, and problem-solving skills.
• Proficient in Microsoft Office, SharePoint, document management systems, and records administration.
• Able to maintain confidential and sensitive information with professionalism.

Nice To Haves

• 1 to 3 years of experience in an administrative position performing duties in a closely related work environment.
• Proficient in the use of a computer, Microsoft Office products and relevant Dealer software programs.
• Associate's degree in Business, Real Estate, or related field preferred.
• 5+ years of executive administrative experience; commercial real estate, facilities, construction, or property management experience preferred.

Responsibilities

• Provides high-level administrative support to the Director of Facilities & Environmental, with primary emphasis on real estate administration, lease management and environmental compliance.
• Specializes in proactive executive calendar management, including meetings, appointments, expense reports, and travel arrangements.
• Strategically filters communication and handles confidential information with discretion.
• Maintains lease portfolio records, critical dates, renewals, rent schedules, lease contracts, property files, easements, surveys and plans.
• Coordinates communication with landlords, brokers, attorneys, property managers, vendors, contractors, and internal stakeholders.
• Supports real estate transactions, site evaluations, acquisitions, dispositions, due diligence documents and executive reporting for leadership review.
• Coordinates vendor scheduling, permits, purchase orders, deposits, invoices, service agreements, inspections, and regulatory reporting requirements.
• Maintains project records/timelines, SharePoint databases, Capital Expenditure documentation, and all department records and systems.
• Performs other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED