Facilities & Operations Administrative Assistant

Facilities & Operations Administrative Assistant 4.5 4.5 out of 5 stars 41 Ashlawn Boulevard, Palmyra, VA 22963 From $19 an hour - Full-time Lake Monticello Owners' Association 6 reviews From $19 an hour - Full-time Job Overview We are seeking a dynamic and highly organized Facilities & Operations Administrative Assistant to join our team. In this vital role, you will be the backbone of our office environment, ensuring smooth daily operations and providing exceptional support across administrative and facilities functions. Your proactive approach and attention to detail will help foster a productive, welcoming workspace while managing essential clerical and operational tasks.

Key Responsibilities:

• Serve as the primary administrative support for the Facilities & Operations Manager, including managing calendars, appointments, scheduling, and departmental communications.
• Provide professional and timely customer service to residents, vendors, contractors, staff, and walk-in visitors by responding to phones, emails, service requests, and operational inquiries.
• Create, process, and track invoices, purchase orders, billing documentation, budget information, expense tracking, and financial records.
• Coordinate ordering and inventory of office supplies, maintenance materials, parts, equipment, and departmental resources.
• Track work orders, maintenance requests, preventive maintenance schedules, project progress, and service completion through work-order management systems.
• Schedule and coordinate contractor visits, vendor services, inspections, permit applications, meetings, and compliance-related documentation.
• Maintain organized digital and physical filing systems, departmental records, reports, spreadsheets, presentations, and correspondence.
• Communicate and coordinate with multiple departments, residents, vendors, and contractors regarding operational needs, maintenance projects, outages, and service updates.
• Assist with emergency response coordination and after-hours communications when necessary while maintaining confidentiality regarding personnel, financial, and operational matters.
• Help develop, improve, and maintain administrative procedures, organizational systems, special projects, and departmental initiatives as assigned.

Qualifications:

• High school diploma or equivalent required
• Associate degree or administrative certification preferred
• Minimum of 2-3 years of administrative support experience preferred
• Experience in a facilities, operations, property management, or construction-related environment preferred
• Effective communication and interpersonal skills
• Strategic thinking abilities, with a focus on innovation, and process improvement.
• Knowledge of applicable laws, regulations and LMOA governing documents (preferred).
• Proficiency in using computer software and technology for facility management and reporting.
• Strong attention to detail and accuracy.
• Ability to work well under pressure and meet deadlines.

Specific Skills:

• Strong organizational and multitasking skills
• Ability to prioritize work and adapt to changing needs
• Proficient in Microsoft Office, including Word, Excel, Outlook, and PowerPoint
• Experience with work-order or maintenance tracking software preferred
• Detail-oriented with good follow-through and problem-solving abilities
• Experience in facilities, property management, maintenance, or public works preferred
• Professional and courteous interaction with residents, board members, vendors, contractors, and staff
• Basic knowledge of maintenance, purchasing, and project coordination is a plus
• Ability to work independently and as part of a team

Certifications, Licenses, Registrations:

Possession of valid Virginia Driver's License and a good driving record.

Pay:

From $19.00 per hour

Benefits:

401(k) matching Dental insurance Employee assistance program Employee discount Flexible schedule Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person