Administrative Assistant - Facilities - Full Time
About The Position
The Facilities Health Care Administrative Assistant provides comprehensive administrative and operational support to healthcare facilities and maintenance departments, ensuring a secure, efficient, and compliant care environment. This role supports daily facilities operations through coordination of staff access credentials, communication systems, purchasing processes, and service requests while maintaining accurate documentation and regulatory readiness. The position plays a key role in supporting patient safety and organizational efficiency by managing staff identification badges, door access permissions, facilities call center operations, and the processing of orders and invoices. The Facilities Health Care Administrative Assistant collaborates closely with facilities leadership, security, clinical departments, vendors, and contractors to ensure uninterrupted healthcare services and compliance with healthcare regulations.
Requirements
- High school diploma or equivalent preferred.
- Applicable experience preferred.
- Based on facility needs, may require a valid driver’s license and maintain a good driving record.
Responsibilities
- Administers staff identification badges, including printing, activation, replacement, and record maintenance
- Manages door and security access requests, ensuring appropriate permissions are assigned, updated, and removed in accordance with policy
- Maintains and supports the facilities call center, including logging requests, prioritizing work orders, routing calls, and tracking resolutions
- Coordinates maintenance and service requests, supporting preventive maintenance schedules and emergency response communication
- Processes purchase orders, service orders, and invoices, ensuring accuracy, proper approvals, and timely payment
- Maintains organized records for vendor contracts, service documentation, compliance reports, and safety inspections
- Serves as a primary point of contact between facilities staff, healthcare teams, external vendors, and contractors
- Supports regulatory compliance efforts by maintaining documentation related to Joint Commission, OSHA, HIPAA, and internal audits
- Prepares reports, tracks metrics, and assists leadership with administrative and operational planning
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
5,001-10,000 employees
