Facilities Operations Assistant

Essential Utilities, Inc.•Pittsburgh, PA

About The Position

Essential Utilities, Inc. is seeking a Facilities Operations Assistant for Peoples. The position reports to the Manager of Facilities and Security and supports facilities operations through mail services, administrative coordination, access control, surveillance program maintenance, service requests, invoice processing, purchasing, records management, and operational reporting. The role may work independently as a facilities representative during emergencies at the North Shore location and support field employees handling facilities-related emergencies at remote locations. The position requires a high school diploma; a BA/BS degree is preferred. Candidates should have 2–3 years of related experience at an Administrative Assistant level in a fast-paced environment. The role requires Microsoft Office proficiency, strong communication and customer service skills, and the ability to work under pressure, handle multiple projects, adapt to changing priorities, and collaborate effectively. Work involves sedentary activity, primarily sitting, with occasional exertion of up to 20 pounds of force and negligible force frequently or constantly to move objects. Essential Utilities is an Equal Opportunity/Affirmative Action employer and states that reasonable accommodation is available to individuals with disabilities.

Requirements

High school diploma required.
2–3 years of related experience at an Administrative Assistant level in a fast-paced environment.
Proficiency in Microsoft Office, including email, Word, Excel, and PowerPoint.
Excellent written and verbal communication skills, including the ability to communicate clearly, concisely, and professionally with internal customers.
Strong customer service skills.
Ability to work well under pressure.
Ability to manage multiple projects simultaneously and adapt to changing priorities in a fast-paced environment.
Ability to work effectively as a team player in a team-oriented, multitasking environment.
Ability to perform sedentary work, primarily sitting, with occasional exertion of up to 20 pounds of force.

Nice To Haves

BA/BS degree preferred.

Responsibilities

Coordinate mail services and daily operations.
Inspect, monitor, and report on janitorial services on the North Shore and maintain janitorial records across the facilities portfolio.
Serve as a team contact during facilities-related activities and events.
Perform facilities department administrative duties, including tracking expenses and recording project specifications.
Support corporate access control policies confidentially by creating reports and ID badges, terminating access, and performing related duties as needed.
Maintain the video surveillance program, including extracting confidential data, adding or removing end-user monitoring, and ensuring cameras operate properly.
Represent Facilities independently during emergencies at the North Shore location and support field employees dealing with facilities-related emergencies at remote locations.
Coordinate processing of departmental invoices and submit them to Accounts Payable.
Generate purchase orders using the SAP system.
Maintain service and maintenance reports for all assets in the facilities portfolio.
Organize and maintain department files and records.
Handle facilities-related trouble calls and tickets by determining required service, contacting contractors, scheduling service, and verifying work completion.
Prepare monthly operational reports using SAP, Excel, and data from various systems and technologies.
Provide miscellaneous clerical support, including mail delivery and preparing correspondence.
Perform other assignments as required.