Administrative Assistant, Facilities

POSITION SUMMARY

Do you enjoy helping others and keeping operations organized? In this role, you'll serve as a welcoming presence for employees, customers, vendors, candidates, and visitors while providing key administrative support across the organization. From coordinating purchase orders to maintaining facilities service requests and supporting various departmental needs, you'll play an important role in creating a positive workplace experience.

Key Responsibilities

• Deliver professional, responsive, and welcoming customer service to employees, visitors, vendors, and other front desk guests.
• Manage Facilities billing processes, including tracking, processing, and maintaining records of invoices and related documentation.
• Provide administrative support to the Facilities team, including purchase order creation and tracking, data entry, and management of the Facilities ticketing system.
• Assist with the administration and coordination of Facilities programs and initiatives.
• Provide administrative support to Facilities and other departments as needed.
• Coordinate incoming and outgoing mail services and assist with shipping and receiving activities as required.
• Order and maintain office, facility, and operational supplies and equipment.
• Ensure the reception area remains organized, professional, and welcoming at all times.
• Support Facilities-related projects and operational improvement initiatives.
• Partner with the Events team to coordinate meeting room logistics, setup, and support for onsite events.
• Support special projects and additional business needs as they arise.

Work Environment

• Location: On-Site, Denver, Colorado
• Environment: Standard office environment; occasional need to lift 30 lbs. (or more with a two-person lift).
• Works independently and effectively in a dynamic environment with varying workloads, utilizing standard office equipment and technology.

Qualifications

• Demonstrates professionalism in interactions with employees, visitors, vendors, and business partners.
• Excellent customer service skills.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities, organize work effectively, and meet deadlines.
• Strong attention to detail and data entry skills.
• Proficiency with standard office technology and systems.
• Ability to work independently in a dynamic environment with changing priorities and varying workloads.

Requirements & Tech Stack

• 0-3 years of administrative, customer service, receptionist, facilities, or related experience.
• Computer literacy, including proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Preferred: Previous corporate office, front desk, or receptionist experience.
• Preferred: Experience working with SAP or other enterprise resource planning (ERP) systems.
• Preferred: General knowledge of facilities operations or facilities-related projects.

Education

• High School diploma or equivalent.