Administrative Assistant - Facilities

The Facilities Assistant (FA) ensures that the ConnectiveRx campus maintains its first-class appearance by providing onsite facility support, including a warm and welcoming experience for teammates and guests.

Responsibilities

The FA must be highly dependable, enthusiastic, and meticulous. Responsible for managing the office entrance and café areas experience and maintaining the overall office environment, including managing TV/Display screens.

The FA will work closely with the team to develop a schedule and support a secure and welcoming entrance to both buildings in Pittsburgh. Both buildings must have on-site coverage and be available during all working hours (between 7:30 AM and 4PM, Monday - Friday).

This role holds a significant responsibility in overseeing the employee and visitor’s registration and process. It also involves helping with resolving entrance issues (badge system and security), answering incoming calls, and processing incoming and outgoing mail and shipments. The role is also responsible for providing general information and direction to teammates and visitors as needed, thereby contributing to a welcoming and secure environment for all.

This role requires keeping meeting/conference rooms, kitchenettes, wellness rooms, breakrooms, and storage areas tidy and stocked, oversight of our coffee program (inventory, ordering, and stocking on an ongoing basis, and working with our vendor partners). This position will be responsible for prepping workspace for new employees (cleaning desks and setting up) and will ensure that the café areas, fitness center, and locker rooms are in top-notch working order.

This role will also coordinate with the building maintenance service and onsite food service and help with the setup and cleanup of special events and meetings.

This role will assist the Facilities team with office space planning tasks, assist with vendor relationships orders (catering, supplies, doing research into pricing and availability), and additionally, the administrative assistant will help with office events, special projects, onsite meetings, and providing a welcoming, caring, secure and safe experience for everyone who enters ConnectiveRx doors.

Qualifications

Minimum of a high school diploma

At least 3+ years of experience in a similar role

At least 2 years of experience in a professional work setting working as a receptionist, administrative assistant, office coordinator, or similar role required

Experience with meeting planning, conference room equipment, and the ability to troubleshoot each

Experience with ordering supplies and working with external vendors

Customer service skills, general administrative skills, excellent verbal and written skills

Strong knowledge of MS Office Suite – advanced level, especially Outlook and Teams

Strong PC skills with specialty software, iOffice preferred

Ability to troubleshoot and solve basic and complex problems

Planning skills

Time management, focusing on meeting all assigned deadlines

Independent thinking and judgment

High level of professionalism and ability to maintain confidentiality

Collaborative: Excellent interpersonal skills and ability to work with a diverse group– internal staff and clients. Must have a very positive, can-do attitude.

Must take accountability ownership and pride in their work

Ability to solve simple and complex problems – and ability to know when to ask for assistance with advance problems

Full Time