Job purpose

This role will support the Administrative Services department in overseeing our local facilities in ensuring that they are safe, functional, and well maintained. The role will also provide support to the Director of Administrative Services who works with multiple operating divisions and departments nationwide within multiple support initiatives and projects.

Duties and responsibilities

• Review, code and process invoice for utilities, building maintenance, guard/security service, trash hauls, etc.
• Tracking and renewals of local facility permits and inspections as required by regulatory compliance.
• Coordination of facility work orders, service calls and department office supply orders.
• Perform administrative duties such as filing, scanning, mailing, creating, and updating spreadsheets or forms, updating phone lists, replenishing coffee supplies in break room, switchboard back-up, etc.
• Assists in maintaining accurate and complete records databases with an attention to detail.
• Distribution of spreadsheets and reports as required on a monthly and quarterly basis.
• Supporting of Director of Administrative Services with projects where administrative support can be provided.

• Processing and input of payroll for facilities team, bi-monthly.
• Perform other duties as assigned.

Qualifications

• Must possess at least 5 years administrative experience
• Experience of facilities management preferred
• High school diploma or equivalent
• Proficient computer skills with in-depth knowledge of office suite in a Windows based environment

Knowledge, Skills, and Abilities

• Strong organizational, interpersonal and communication (written and verbal) skills
• Ability to focus and manage multiple priorities
• Must hold highest level of confidentiality
• Must be a team player, and have ability to work well with all levels of personnel
• Must pay close attention to details and accuracy

WPI is an EEO/AA (equal opportunity/affirmative action) institution and does not discriminate on the basis of sex, age, race, color, religion, physical or mental disability, creed, national origin, veteran status, sexual orientation, genetic information, gender identity, or gender expression in the programs or activities which it operates.