Facilities Administrative Assistant

Job Description

Job Description

Our client is seeking a highly organized, proactive, and detail-oriented Facilities Administrative Coordinator to oversee the administrative, financial, and clerical operations. This would be a Mon-Fri 20-25 hour a week temporary position for the next 4-6 weeks but could go permanent for the right individual. If a permanent offer is made, it would include a full benefits package and the hours would increase to 35 hours/week. This would be an in-office position and the individual would be sitting at the front desk and be the face of the operation.

Key Responsibilities:

Office Operations & Staff Supervision:

• Supervise & Coordinate: Manage daily office operations; assign and coordinate work tasks for administrative staff; provide training, guidance, and performance support.
• Process Improvement: Develop efficient office work procedures and keep the Facilities Director informed of any operational challenges.
• Customer Service: Act as a primary resource for citizens, town departments, and committee members; interpret town policies/by-laws and resolve complex inquiries or complaints with tact and diplomacy.

Financial Management & Reporting

• Budgeting & Analysis: Assist the Facilities Director with budget preparation, compliance monitoring, and financial projections; compile data for the annual departmental budget and town report.
• Accounting & Payroll: Oversee or directly prepare departmental payroll, invoices, requisitions, budget transfers, and essential accounting records.
• Presentations & Studies: Create charts, graphs, and tables to present financial data; conduct capital and energy-related studies and reports as required.

Administrative & Systems Support

• Data & Systems: Manage and schedule the department's Computerized Maintenance Management System (CMMS).
• Research & Grants: Conduct policy/program research and write detailed reports for the Director; assist with grant writing, tracking, and reporting.
• Clerical Oversight: Oversee general clerical tasks including filing, mail distribution, data entry, draft correspondence, and records management.

Qualifications:

• Education: Associate’s degree in Business (or a related field).
• Experience: Five (5) years of supervisory and office experience, or any equivalent combination of education, training, and experience.
• Sector Experience: Municipal experience is highly desired.
• Technical Skills: Proficiency in MS Office (Excel, Word, PowerPoint) and experience with Computerized Maintenance Management Systems (CMMS) or municipal software.
• Leadership & Communication: Outstanding verbal and written communication skills; ability to manage a team, handle escalated citizen complaints with professionalism, and work closely with municipal leadership.

This position is an excellent opportunity for individuals committed to delivering high-quality administrative support within a professional setting. Please apply immediately or contact JMT Staffing Solutions directly if you are interested in learning more. This position would start at $35/hr and could increase upon getting a permanent offer.

Company Description

Our mission is to provide Massachusetts companies and candidates with professional staffing solutions and employment opportunities in a timely and effective manner. We strive to recruit the best qualified workforce available to provide high quality, cost effective staffing options that will meet or exceed our client's expectations.

Our primary areas of focus are administrative, customer service and accounting role - from Entry to Sr Level.

Company Description

Our mission is to provide Massachusetts companies and candidates with professional staffing solutions and employment opportunities in a timely and effective manner. We strive to recruit the best qualified workforce available to provide high quality, cost effective staffing options that will meet or exceed our client's expectations.\r\n\r\nOur primary areas of focus are administrative, customer service and accounting role - from Entry to Sr Level.