Wellness Center Administrative Assistant

Palmer Home for Children•Lake Cormorant, MS

1d•Onsite

About The Position

Reporting to the Facilities & Wellness Center Manager, the Wellness Center Administrative Assistant provides administrative and operational support across Palmer Home’s Operations team, primarily handling reception, Wellness Center coordination, and operational coordination. The position is a shared resource for the team, coordinating facility scheduling, work orders, vendor communications, purchasing, inventory, fleet records, operational documentation, and special projects. The role helps maintain a welcoming, organized, and efficient environment while supporting day-to-day operational needs and priorities. The position serves as the first point of contact for visitors, donors, volunteers, vendors, and guests, and supports Wellness Center scheduling, meeting and event logistics, facilities coordination, purchasing, inventory, and fleet administration. It is full-time, hourly, non-exempt, benefits eligible, and on site.

Requirements

Minimum two years of administrative, office coordination, operations support, or customer service experience.
Excellent organizational and time management skills.
Strong customer service and interpersonal skills.
Ability to manage multiple priorities with attention to detail.
Strong written and verbal communication skills.
Proficiency with Microsoft Office and cloud-based business systems.
Strong problem-solving skills and initiative.
Ability to work independently while collaborating across departments.
Professional judgment and discretion when interacting with visitors, vendors, and staff.

Nice To Haves

Associate degree in Business Administration, Office Administration, Operations, or a related field.
Experience supporting facilities, operations, or project coordination.
Ability to quickly learn facilities and operational software such as eSPACE.

Responsibilities

Serve as the first point of contact for visitors, donors, volunteers, vendors, and guests, providing a welcoming and professional experience.
Answer and direct incoming phone calls promptly and courteously.
Receive, sort, and distribute incoming mail and packages.
Maintain an organized, welcoming, and professional reception area.
Assist with campus tours and direct visitors to appropriate staff members.
Coordinate visitor badges, deliveries, and building access procedures as assigned.
Coordinate the Wellness Center calendar, room reservations, and facility scheduling for meetings, trainings, community events, and organizational gatherings.
Assist in preparing meeting rooms and coordinate room setup requests with the facilities team.
Ensure meeting spaces remain clean, organized, stocked, and operationally ready.
Assist with event logistics and operational support for campus meetings and special events.
Coordinate volunteers and service groups by communicating arrival information, preparing materials, and directing them to appropriate campus contacts.
Provide administrative and project support to the Facilities & Wellness Center Manager and broader Operations team as priorities and needs arise.
Monitor eSPACE work orders, ensuring requests are appropriately assigned, tracked, followed up on, and closed in a timely manner.
Assist with vendor scheduling, service appointments, estimates, preventive maintenance activities, and recurring facility inspections.
Maintain facility and vendor records, including contracts, warranties, manuals, service documentation, and other operational files.
Prepare and maintain operational reports and assist with budget tracking, purchasing documentation, and invoice routing.
Coordinate operational requests and communicate status updates to staff as appropriate.
Assist with purchasing, receiving, inventory, and distribution of maintenance, office, and Wellness Center supplies and operational equipment.
Maintain fleet administrative records, including maintenance schedules, registrations, inspections, and service appointments.
Maintain accurate records related to operational assets and equipment.