Facilities Admin Assistant

Covius•Palm Harbor, FL

2d•$18 - $22•Onsite

About The Position

The Facilities Administrative Assistant serves as the first point of contact for guests and callers while providing essential clerical, logistical, and operational support to the Facilities Manager and maintenance staff. This role ensures a professional front‑desk experience and contributes to maintaining a safe, efficient, and well‑organized physical environment.

Requirements

Strong communication skills, both verbal and written, with the ability to interact effectively across all levels of the organization.
Analytical and problem-solving abilities to assess situations, identify issues, and implement effective solutions.
Technical proficiency in Microsoft Word, Excel, Outlook, and related office software.
Friendly, helpful, and professional demeanor, even in challenging situations.
Ability to multitask while maintaining accuracy, organization, and efficiency.
Strong attention to detail and ability to maintain confidentiality of sensitive information.
Ability to prioritize tasks and manage time effectively in a fast‑paced environment.
Commitment and ability to cultivate a diverse and inclusive work environment.
High School diploma or equivalent
2–4 years of administrative or front desk experience in a corporate, hospitality, or customer‑facing environment.

Responsibilities

Operate the main phone queue, screening and transferring calls or taking messages in a timely and professional manner.
Greet guests, manage the visitor check‑in system, assign visitor badges, and escort visitors as needed.
Maintain a welcoming, organized, and professional front‑desk and lobby area.
Provide general administrative and clerical support including scheduling appointments, managing calendars, coordinating meetings, and preparing documentation or presentations.
Inventory, order, and distribute office supplies as necessary.
Assist with Jira Ticketing System.
Coordinate work orders and maintenance requests from staff and vendors.
Assist with vendor communication, service appointments, and follow‑up activities.
Maintain facility records, logs, inspection reports, and compliance documentation.
Support space planning, update maps
Assist with safety programs, inspections, incident reporting, and emergency procedures.
Serve as a front‑line communication point for the Facilities department.
Perform special projects and other related duties as assigned.