Administrative Assistant- Hybrid, Bala Cynwyd, PA
About The Position
The Administrative Assistant provides administrative, operational, and coordination support to the Corporate Facilities team. This role supports day-to-day facilities operations, service request intake and routing, documentation management, and internal communications related to workplace services and space projects. Provides support for vendor coordination activities in collaboration with the Facilities Office Assistant, ensuring continuity of services and coverage of key responsibilities. The role requires strong organizational skills, comfort working in a ticket-based environment, and the ability to support multiple locations and priorities with professionalism and discretion. This role is hybrid. The schedule will be 4 days in the office and 1 day WFH, which will be on Friday.
Requirements
- High school diploma or equivalent required
- 1–3 years of administrative or operations support experience in a medium to large corporate environment
- Experience working with calendar scheduling, expense reporting, and departmental coordination
- Demonstrated ability to learn and effectively use business systems and tools (e.g., Outlook, Word, Excel, PowerPoint, SharePoint, ServiceNow)
- Strong written and verbal communication skills
- High level of professionalism with the ability to handle confidential and sensitive information
- Strong organizational skills with the ability to prioritize and manage competing requests
- Strong customer service mindset and collaborative working style
- Excellent attention to detail and follow-through
- Comfortable working in a fast-paced, team-oriented, service-focused environment
Nice To Haves
- Associate’s or Bachelor’s degree preferred
Responsibilities
- Serve as an administrative and operational support resource for the Facilities team, supporting multiple leaders and projects simultaneously
- Coordinate and manage Facilities-related service requests, including routing, tracking, and follow-up using ServiceNow or similar ticketing platforms
- Support office operations by assisting with facilities service requests and workplace needs in coordination with Facilities leadership
- Support vendor coordination activities in collaboration with the Facilities Office Assistant, ensuring continuity of service
- Assist with scheduling meetings, coordinating calendars, and supporting Facilities-related meetings and site activities
- Prepare, format, and distribute internal communications, reports, and correspondence related to facilities operations and projects
- Maintain departmental documentation, files, and reference materials on SharePoint, ensuring version control and organization
- Assist with office leasing, relocation, renovation, and decommissioning projects by supporting administrative activities and internal communications
- Order and track office and facilities-related supplies as requested
- Submit and reconcile expense reports related to Facilities operations
- Maintain contact lists for internal stakeholders and facilities-related contacts
- Provide professional front-line support to visitors and employees as needed
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
