- Business Affairs - Physical Plant
- Hanover, IN, USA
- Full Time
The Facilities Service Assistant will provide general administrative support to the Director of Operations and the Facilities Services Administrator.
Office duties: Answers incoming calls and all routine questions when possible; retrieves and processes incoming mail. Assists in developing and maintaining the overall schedule for the Director of Operations, including arranging appointments, meetings, and any off-campus travel. Assists in arranging travel for employee training. First line of contact for Facilities-related questions and announcements.
Vendor Scheduling: Upon request of the Director of Operations, contacts various outside vendors to perform needed work. Is the primary initial contact for vendors and schedules appointments, notifies constituents of appointments as necessary, and works with vendor to gain access to necessary buildings.
Work order processing: This position is responsible for processing non-emergency work orders and distributing them to the necessary department (i.e., grounds or maintenance). Dispatch emergency work orders to the appropriate supervisor for assignment. Enters work orders for all academic and administrative buildings and rental properties. Schedules maintenance or inspection appointments with renters.
Fleet management: This position, in the absence of a mechanic, is responsible for scheduling all college vehicle usage. This position maintains all the mileage and gas usage records and provides charge information to the business office. May fill and/or clean fleet vehicles as needed. Accepts outside rental drop-offs from local car rental companies and notifies appropriate staff.
High school diploma or GED; at least 1 year of experience directly related to the duties and responsibilities specified.
1 or more years of office administration experience.
- Strong organization skills, good written and oral communication skills
- Working knowledge of business computer software (i.e., Microsoft Office products)
- Must be able to work under the pressure of making daily decisions on a variety of topics.
- Must be able to meet various deadlines throughout the year