Administrative Assistant Facility

CGL is a provider of justice facility planning, design, and program management and maintenance solutions to justice facilities and other public facilities throughout the U.S. and internationally. CGL Facility Management, LLC provides comprehensive contract facility maintenance services to commercial clients.

Administrative Assistant (Facility) is responsible for providing administrative and office support for the Facility Manager and assigned maintenance staff, to include tasks such as assisting with scheduling meetings and data entry, and invoicing. This position is often the first point of contact for customers, vendors, and other visitors and as such must represent CGL by displaying outstanding professionalism and customer service.

• Respond to incoming telephone calls and customer/vendor requests; communicate messages to maintenance team as necessary.
• Operate a personal computer to perform word processing and spreadsheet functions utilizing Microsoft Office products (Word, Excel, Outlook, etc.) and CMMS (Computer Maintenance Management System).
• Operate general office equipment such as printers, scanners, fax machines, copiers, etc.
• Assist the Facility Manager with new hire onboarding by ensuring new hires have credential/log‑in set up in all electronic platforms (Ultpro, MiHR, Outlook, CMMS).
• Support and assist in the follow‑up of employee safety and compliance training, including annual corporate training.
• Assist job applicants with completing facility background checks, as required.
• Order office supplies as directed by the Facility Manager.
• Organize and maintain general office files in an accurate and timely manner.
• Organize and distribute maintenance staff mail.
• Manage the housekeeping of the office to ensure that it is presentable to visitors.
• Schedule appointments and meetings as requested; handle the logistics for meetings.
• Assist the Facility Manager with the preparation of meeting materials as necessary.
• Communicate effectively with Facility Manager, maintenance staff and others in written and oral form in order to facilitate the efficient exchange of information, coordination of work activities, and resolution of problems.
• Input and close work orders for CMMS (Computer Maintenance Management System).
• Process/codes vendor/subcontractor invoices for payment.
• Provide real‑time scheduling support by booking appointments and preventing conflicts as needed.
• Maintain polite and professional communication via phone, e‑mail, and mail.
• Assist in training new hires on use of CMMS.

• High School Diploma or GED equivalent required.
• Associate's Degree preferred.
• 1–3 years of previous administrative assistant experience required.
• 1–3 years of Accounts Payable experience preferred.
• Must communicate effectively both orally and in writing.
• Able to meet deadlines while handling several priorities.
• Must be a team player, have strong work ethic, positive attitude, and desire to succeed.
• Must be computer literate, and be proficient with Microsoft products (Word, Excel, Outlook) as well as the use of office equipment (scanner, copier, etc.).
• Must be customer service oriented and professional.
• Solid time management and organizational skills with attention to detail.
• Excellent teamwork and interpersonal skills.
• Ability to work independently.
• Requires a detail‑oriented, self‑starter who takes initiative, can prioritize, and multi‑task in a busy environment.
• Ability to accept new responsibilities and adapt to changes in procedures and processes and work as part of a team.
• Must demonstrate strong written and verbal communication skills and interpersonal skills, particularly the ability to communicate effectively with all levels of management and industry professionals.
• Skilled in executing multiple projects, handling several priority tasks, and meeting deadlines.
• Works efficiently according to priorities.
• Notary License preferred.

We are committed to offering competitive and equitable compensation. Final salaries will be determined based on factors such as geographic location, skills, education, licenses, certifications, and/or experience. In addition to these factors – we believe in the…