Facilities Administrative Assistant

Willdan is seeking an Administrative Assistant to support our Facilities department. This role is responsible for coordinating schedules, responding to inquiries, preparing correspondence and documentation, and performing a variety of clerical and operational tasks that support daily department functions.

Essential Duties & Responsibilities

• Oversee and process day-to-day administrative tasks, including mail, overnight deliveries, packages, expense reports, checks, courier services, and office supply inventory.
• Provide prompt and professional service to internal employees and external clients.
• Perform filing, typing, data entry, and other clerical support functions as needed.
• Answer inquiries, direct calls to appropriate staff, take messages, and coordinate conference calls.
• Coordinate and schedule department meetings and travel arrangements.
• Maintain supervisor calendars and schedule meetings and conference rooms for the department.
• Compose, edit, and distribute correspondence, including letters, memoranda, and reports, in a timely manner.
• Provide administrative support through photocopying, filing, scanning, and faxing as needed.
• Coordinate with building property management regarding support requests, including building access cards, parking needs, janitorial services, HVAC adjustments, and day porter services.
• Resolve Facilities Help Desk and ServiceNow ticket requests, including key fob preparation and distribution.
• Communicate and coordinate with external vendors regarding office maintenance and facility-related services.
• Manage and update media programming systems as required.
• Prioritize and manage workflow effectively to ensure timely responses to service requests and department needs.
• Host and coordinate holiday events, employee functions, and catering arrangements.
• Arrange and coordinate maintenance for office equipment and safety supplies, including fire extinguishers and first aid kits.
• Maintain department vehicles, including coordinating maintenance, car washes, inspections, and refueling.
• Maintain a clean and organized work environment, including performing light housekeeping tasks as needed.
• Work independently and effectively on assigned projects in a fast-paced environment while adapting to changing priorities.

Job Requirements / Qualifications

• Certificate from a college or technical school with a minimum of one year of study; or three to six months of related experience and/or training; or an equivalent combination of education and experience.
• Ability to read and interpret documents such as safety guidelines, operating and maintenance instructions, and procedural manuals.
• Ability to prepare routine reports, correspondence, and administrative documentation.