Administrative Specialist for Facilities

Glenmeadow • Longmeadow, MA

2d • Onsite

About The Position

Glenmeadow is seeking a detail-oriented Administrative Specialist to provide temporary administrative support to its Facilities and Maintenance Department. The position will help improve departmental organization, maintain accurate records, and support daily workflows. The ideal candidate has strong computer skills, works independently, and can manage multiple priorities efficiently.

The role is a temporary position for two months, with flexible hours of approximately 15 hours per week. It is based at 24 Tabor Crossing, Longmeadow, MA 01106, and reports to the Assistant Director of Maintenance. Pay is $20 to $25, based on experience.

Requirements

• Strong computer skills, including proficiency with data entry and Microsoft Office applications.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication and customer service skills.
• Ability to work independently, manage competing priorities, and meet deadlines.
• Positive attitude, reliability, and strong work ethic.
• Ability to maintain confidentiality and demonstrate integrity and professionalism.
• Alignment with the mission and values of the nonprofit organization.
• Ability to follow written and verbal instructions and established policies and procedures.

Nice To Haves

• High school diploma or equivalent preferred.
• At least two years of experience in office administration, administrative support, or a related field preferred.
• Experience with database management, recordkeeping, or maintenance management software is a plus.

Responsibilities

• Populate, update, and maintain records in Maintenance IQ, ensuring accuracy and completeness.
• Organize and maintain digital and physical files, maintenance records, and departmental documentation.
• Assist with data entry, document preparation, and administrative tracking.
• Support the organization and coordination of maintenance work orders and related documentation.
• Identify and communicate missing information, discrepancies, or outstanding administrative tasks.
• Provide general administrative support to the Assistant Director of Maintenance as needed.

What This Job Offers

• Job Type: Part-time
• Education Level: High school or GED