Physical Plant Administrative Assistant

Job Description

The Physical Plant Administrative Assistant plays a pivotal role in supporting the efficient functioning of various administrative tasks related to rental property management, fleet management, and general office duties within the facilities department. This position requires strong organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment. The Administrative Assistant will provide administrative support to the facilities team, assist with rental property management tasks, coordinate fleet operations, and perform general office duties as needed. This is a fulltime position.

Responsibilities:

Rental Property Management:

• Assist in managing rental properties owned or operated by the university, including apartments, housing complexes, or commercial spaces.

• Coordinate lease agreements, rental applications, and tenant communications.

• Address maintenance issues by submitting workorders from tenants call or email and ensure compliance with rental regulations.

• Manage rental payments, deposits, and tenant accounts.

• Maintain accurate records of rental agreements, leases, and tenant correspondence.

Fleet Management:

• Support fleet operations by maintaining vehicle records, schedules, and maintenance logs.

• Coordinate vehicle reservations, inspections, and repairs.

• Monitor fuel usage, mileage, and vehicle expenses.

• Assist in purchasing and disposing of fleet vehicles as needed.

• Ensure compliance with safety regulations and vehicle maintenance standards.

General Office Duties:

• Provide administrative support to the facilities department, including answering phones, responding to emails, and handling inquiries.

• Schedule appointments, meetings, and facility reservations as required.

• Prepare and distribute correspondence, reports, and presentations.

• Maintain office supplies inventory and place orders as needed.

• Assist in organizing departmental events, trainings, and workshops.

Data Management and Recordkeeping:

• Maintain accurate and up-to-date records related to rental properties, fleet vehicles, and departments operating in Physical Plant office operations.

• Compile data, generate reports, and analyze information as requested.

• Organize and file documents electronically or in physical filing systems.

• Ensure confidentiality and security of sensitive information.

Customer Service and Communication:

• Serve as a point of contact for tenants, vendors, and internal stakeholders regarding rental property inquiries, fleet reservations, and general facilities-related matters.

• Provide excellent customer service by addressing concerns, resolving issues, and delivering timely responses.

• Communicate effectively with team members and external contacts through phone, email, and in-person interactions.

Qualifications:

• High school diploma or equivalent; associate or bachelor's degree preferred.

• Proven experience in administrative support roles, preferably in facilities management or property management.

• Experience with Workday software is a plus.

• Knowledge of rental property management practices, lease agreements, and tenant relations.

• Familiarity with fleet management procedures, vehicle maintenance, and regulatory requirements.

• Proficiency in office software applications, including Microsoft Office suite (Word, Excel, Outlook).

• Strong organizational skills, attention to detail, and ability to prioritize tasks.

• Excellent communication and interpersonal skills.

• Ability to work independently and collaboratively in a team environment.

• Flexibility to adapt to changing priorities and deadlines.