Facilities Administrative Assistant

Cushman & Wakefield • Ontario, CA

3d • $24 - $28

About The Position

The Administrative Assistant provides critical operational and administrative support to the PPS Group on the Toyota account. This role is responsible for ensuring efficient day‑to-day operations by managing documentation, coordinating communications, supporting staff workflows, and maintaining accurate data across multiple business systems, including Maximo, Vroozi, UKG, JDE, and Microsoft Office applications. The ideal candidate is highly organized, proactive, adaptable, and able to work with sensitive information while maintaining strict confidentiality.

Requirements

• Experience in an administrative or coordinator role, ideally within facilities management, operations, or corporate services.
• Proficiency in Maximo, Vroozi, UKG, JDE, and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational skills with attention to detail and accuracy.
• Excellent written and verbal communication abilities.
• Ability to multitask, prioritize, and work independently in a fast‑paced environment.
• Strong customer service orientation and collaborative mindset.

Responsibilities

• Provide comprehensive administrative support to ensure smooth and efficient daily operations of the PPS Group.
• Utilize Maximo, Vroozi, UKG, JDE, Microsoft Office, and other designated applications to prepare reports, manage workflows, and support team functions.
• Maintain both physical and digital filing systems, ensuring records are accurate, secure, and easily accessible.
• Prepare, revise, and edit correspondence, reports, presentations, and other business documents.
• Support payroll submissions by collecting and verifying employee timesheets and ensuring timely entry into the system.
• Answer and route incoming phone calls, greet visitors, and provide excellent customer service to internal teams, vendors, and clients.
• Manage calendars for senior staff, including meeting coordination, scheduling appointments, and arranging travel logistics.
• Respond promptly and professionally to email inquiries, digital correspondence, and internal communication requests.
• Prepare meeting agendas, take detailed meeting minutes, and ensure follow‑up actions are documented and completed.
• Coordinate logistics for meetings, team events, and other activities.
• Input, maintain, and update information in databases, spreadsheets, and system dashboards.
• Conduct research as requested, compiling and summarizing information for leadership reports or presentations.
• Support the creation of charts, spreadsheets, and reporting documents using Excel, Word, and PowerPoint.
• Operate and troubleshoot office equipment such as printers, copiers, and fax machines.
• Collaborate with maintenance teams and external vendors to ensure timely service, supply replenishment, and operational continuity.
• Partner closely with other administrative staff to share information, support workload balance, and ensure consistent office operations.
• Maintain strict confidentiality when handling sensitive information, ensuring compliance with privacy policies, regulations, and company standards.
• Demonstrate flexibility in managing shifting priorities, meeting deadlines, and supporting urgent requests.
• Uphold and demonstrate a positive, professional, and service‑oriented image on behalf of C&W Services and the Toyota account.

Benefits

• Cushman & Wakefield also provides eligible employees with an opportunity to enroll in a variety of benefit programs, generally including health, vision, and dental insurance, flexible spending accounts, health savings accounts, retirement savings plans, life, and disability insurance programs, and paid and unpaid time away from work.
• In addition to a comprehensive benefits package, Cushman and Wakefield provide eligible employees with competitive pay, which may vary depending on eligibility factors such as geographic location, date of hire, total hours worked, job type, business line, and applicability of collective bargaining agreements.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed