Administrative Assistant-Facilities Department

Mountain Area Health Education Center - MAHEC•Asheville, NC

2d•Onsite

About The Position

The administrative assistant will perform a variety of administrative and clerical tasks, including managing the schedules of the Facilities Management leadership team, supporting MAHEC facilities needs by overseeing the service desk and main office line, oversight of ongoing office projects, and records management. This role is crucial for ensuring the smooth operation of the Facilities Management department.

Requirements

Excellent skills in Microsoft Office including Word, Excel, PowerPoint, and database applications required.
High School/GED and at least three (3) years administrative experience in adult education, event planning, or other relevant work.
Valid North Carolina Driver’s License.

Nice To Haves

Spanish speaking skills preferred.
Associates degree in business, office administration, or other relevant studies.

Responsibilities

Provide administrative support for the Facilities Management leadership team, including meeting scheduling and organizing.
Support the ongoing administration of MAHEC’s contract System (Workday Strategic Sourcing and Cobblestone) by organizing and supporting renewals, terminations, new contract entry, and contract migration.
Assist Facilities Manager in compiling and reporting facilities management metrics, including: Quality of service reports, Facilities workorder reporting, Parking data.
Manage vehicle reservations, including creating bookings, training users, adjusting existing reservations, assisting with scheduling preventative maintenance and repairs, vehicle inspections, and key pick-up and drop-off coordination.
Assist with Access Control Systems (Badges and Keys), including assignment, coordination on distributions, access level assignments, deactivations and retrieval, and badge drafting and printing.
Manage RAVR Space in conjunction with the Facilities Services Coordinator.
Provide Service Desk and customer service, including answering phones, monitoring department email inboxes, and assisting employees and vendors with in-person needs at our offices. Must provide courteous solution-driven service.
Handle Security System (Sonitrol) reporting and dispatching.
Manage workorder creation and communication.
Handle maintenance and security dispatching.
Maintain office supplies for the division and place orders as needed in coordination with Facilities accounts payable.
Participate in cross-training with other team members and other work teams in the division, providing support as needed.
Assist with tasks outside of the office space when needed, including Shipping and Receiving, Housekeeping, Safety, and Event furniture set-up.