Office Assistant- Facilities

Drury University•Springfield, MO

About The Position

The Office Assistant manages purchasing, inventory systems, and administrative functions for the Facilities Services office. The position handles purchasing, invoice tracking, inventory management, and clerical, financial, and project support for Facilities Services management and the Director of Facilities. It also provides administrative assistance, including scheduling, recording meeting minutes, data mining, KPI reporting, work order distribution, and facilities dispatching. The role supports facilities projects by tracking costs and schedules, preparing progress updates, monitoring budgets, coordinating purchasing and receiving, and maintaining invoice, reimbursement, warranty, and budget records. It manages Central Supply inventory and distribution, supports work order and inventory system data entry and reporting, and assists with communications and routine administrative needs across Facilities Services. The Office Assistant also serves as a front-desk contact for visitors and callers, helps process work orders, monitors the Facilities email inbox and two-way radio base station, distributes mail and packages, and maintains calendars, directories, and contractor key records. The job includes physical requirements such as occasional lifting or moving of up to 50 pounds and occasional exposure to outside weather or aging building conditions, dust, and grease.

Requirements

Office experience is required.
Ability to read and interpret safety rules, operating and maintenance instructions, and procedure manuals.
Experience with a personal computer and related software, including Microsoft Word, Excel, Outlook, Internet Explorer, Access, and internet-based databases.
Excellent verbal and written communication skills.
Ability to understand inventory and tracking systems and general purchasing.
Ability to interact calmly and professionally with people in person and by phone.
Ability to make accurate and appropriate decisions, including distinguishing emergencies.
Ability to remain calm in emergencies and obtain appropriate information for handling people and calls.
Spelling, grammar, punctuation, and proofreading skills sufficient for daily correspondence and communications.
Ability to solve problems and think critically and independently to organize and complete work.
Flexibility and receptiveness to instructions from more than one person.
Ability to handle multiple tasks and a heavy workload.
Ability to use copy and scanning equipment.
Ability to perform basic arithmetic and use a ten-key calculator for payables, reports, and inventory.
Ability to use a personal computer and standard office equipment, including printers, copy machines, and scanners.
Ability to maintain confidentiality of files and conversations.
Ability to talk and hear regularly, walk and sit frequently, and use hands to finger, handle, or feel frequently.
Ability to occasionally lift and/or move up to 50 pounds.
Close vision.

Nice To Haves

Associate’s or Bachelor’s degree preferred.

Responsibilities

Manage purchasing, inventory systems, and administrative functions for the Facilities Services office.
Provide clerical, financial, and project support to Facilities Services management and the Director of Facilities.
Perform special projects as directed by the Executive Director of Facilities.
Track project costs, develop and manage project schedules and work plans, and provide regular project updates to the Director of Facilities.
Track inventory of facilities products, materials, equipment, and goods.
Maintain records of incoming and outgoing invoices, reimbursements, warranty information, and budget entries.
Monitor departmental budgets and provide budget reports to the Director of Facilities.
Coordinate facilities purchasing with management to obtain purchase orders and identify best practices, pricing, and product standardization.
Manage receipt of products purchased through Facilities.
Track Central Supply purchasing and distribution, review interdepartmental material billing for approval, and maintain Central Supply inventory and catalog pricing.
Complete end-of-month Central Supply journal entries for each ordering department.
Enter and report data from work order management and inventory management systems, and report KPIs and special-project information to department management.
Cover the front desk, greet visitors, manage visitor sign-ins, and check out keys and key cards to contractors.
Answer and route phone calls, respond to work order process questions, and help callers submit work orders in the School Dude system.
Assist with communications to the campus community about issues and the status of open work requests.
Monitor two-way radio calls at the base station and dispatch calls to appropriate personnel.
Monitor the Facilities email inbox and forward or answer messages as appropriate.
Print invoices and statements and enter processing information, including receipt date, vendor number, invoice total, work order number, and GL number.
Provide routine Student Housing department updates on open work orders.
Distribute mail and package deliveries to appropriate personnel.
Manage Central Supply office-supply distribution, reorders, and accurate records of incoming and outgoing items.
Assist with onboarding new Facilities personnel, including work order system entry and issuing key lockers and mailboxes.
Maintain the Facilities leave-request calendar and on-call calendars.
Schedule monthly safety and department meetings.
Submit a work order graph report to the Executive Director of Facilities twice per week.
Maintain an accurate list of contractor keys and key cards and update the Facilities directory.
Provide clerical assistance to Facilities Services management and personnel as needed.
Perform other duties as assigned.