Adminstrative Assistant for Facilities Manage

 Position

Administrative Assistant for Facilities Management

Division:

Facilities & Capital Project Management

Department:

Facilities Management

Reports to:

Vice President of Facilities & Capital Project Management

Position Summary

Provides comprehensive administrative, operational, and clerical support for the Office of Facilities Management and Capital Project Management. Assists the Vice President of Facilities & Capital Project Management with the coordination of campus facilities operations, maintenance administration, vendor communications, work order management, compliance documentation, procurement tracking, scheduling, and capital project support.

This position serves as a central administrative support role that helps ensure the efficient operation of facilities services across campus while supporting communication and coordination between internal departments, contractors, vendors, consultants, and external agencies.

The Administrative Assistant for Facilities Management supports daily operational functions related to maintenance services, custodial coordination, grounds oversight, construction administration, compliance tracking, and facilities-related reporting initiatives.

Essential Duties & Responsibilities

The results you will deliver each day that matter most!

• Provide direct administrative support to the Vice President of Facilities & Capital Project Management.

• Assist with the coordination and tracking of campus maintenance requests, facilities service operations, and work order management systems.

• Support communication and coordination with outsourced service providers, including maintenance, custodial, landscaping, and specialty contractors.

• Maintain organized records and documentation related to facilities operations, vendor contracts, service agreements, compliance reports, inspections, and project files.

• Assist with procurement activities, including entering requisitions, processing purchase requests, monitoring invoices, and assisting with payment follow-ups.

• Coordinate calendars, meetings, site visits, contractor scheduling, and departmental events.

• Assist with preparation of departmental reports, operational summaries, project updates, budget documentation, and facilities-related presentations.

• Maintain and update spreadsheets, databases, tracking systems, and digital filing systems related to facilities operations and capital projects.

• Assist in tracking facilities compliance documentation, including inspections, fire safety records, preventive maintenance schedules, warranties, permits, and regulatory requirements.

• Support communication between Facilities Management and campus departments regarding maintenance schedules, project timelines, outages, and operational updates.

• Assist with inventory management and ordering of office supplies, operational materials, and departmental resources.

• Coordinate travel arrangements, meeting logistics, and conference registrations for departmental leadership when necessary.

• Prepare correspondence, memos, reports, meeting minutes, and other administrative documentation.

• Maintain confidentiality regarding institutional operations, personnel matters, contracts, and project information.

• Provide administrative assistance for campus renovation projects, construction activities, summer projects, and residence hall readiness initiatives.

• Assist with organizing and maintaining project documentation related to contractors, architects, engineers, consultants, and regulatory agencies.

• Other duties as assigned.

Education/ Experience

What you will need to be successful!

Desired Qualifications

• Associate or bachelor’s degree in business administration, Office Administration, Accounting, Project Management, Facilities Management, or a related field.

• Experience supporting facilities operations, construction administration, maintenance services, project coordination, or higher education administration.

• Familiarity with work order systems, procurement systems, facilities management software, and project tracking tools.

• Experience working with vendors, contractors, budgets, invoices, and operational reporting.

• Basic accounting, bookkeeping, or financial reconciliation experience preferred.

• Experience working with facilities work-order management software systems 

• Previous experience using SchoolDude or similar maintenance management platforms preferred. 

• Bilingual proficiency in both English and Spanish preferred, with the ability to communicate effectively with diverse students, families, vendors, contractors, and campus stakeholders.

Required Qualifications

• Minimum of four years of progressively responsible administrative support experience.

• Strong proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and digital filing systems.

• Excellent organizational skills with strong attention to detail and accuracy.

• Ability to manage multiple priorities and deadlines in a fast-paced operational environment.

• Strong written and verbal communication skills.

• Ability to work independently while maintaining effective collaboration with campus departments and external partners.

• Professional demeanor with strong customer service and interpersonal skills.

• Ability to maintain confidentiality and professionalism in handling sensitive institutional information.

Life at Livingstone College

Why we believe you will love working at Livingstone College!!

Livingstone College is a private historically black college that is secured by a strong commitment to quality instruction, academic excellence, and student success. Through a Christian-based environment suitable for holistic learning, Livingstone provides excellent business, liberal arts, STEAM, teacher education, and workforce development programs for students from all ethnic backgrounds designed to promote lifelong learning and to develop student potential for leadership and service to a global community.