Administrative Assistant

ADMINISTRATIVE ASSISTANT – FACILITIES MANAGEMENT

Position Overview:

Elliott-Lewis is seeking an Administrative Assistant to aide in operations of our high-rise client building located in Center City Philadelphia.  This Administrative Assistant will work with a variety of team members every day including the Facility Manager, Elliott-Lewis onsite staff, subcontractors, the Project Managers, and the client.  In this role, the Administrative Assistant will help with data entry, respond to requests, maintain entries in our database, prepare invoices, and schedule meetings. The Administrative Assistant often has to manage priorities while maintaining clear communication and professionalism.

About the Company:

Since 1905, Elliott-Lewis and its family of companies have a reputation of being a premier provider of Mechanical Services, Facilities Management, and Crane Rentals. Our Facilities Management department oversees building management for many well-known and reputable clients in Center City, Philadelphia.  Our industry of Facilities Management could best be described as providing support to the functionality, safety, and sustainability of buildings, grounds, infrastructure, and real estate of our client’s locations.

Role and Responsibilities:

• Provide support to the Facility Manager, the Project Managers (PMs), and the Facility Management Department in an effort to meet Elliott-Lewis Corporation’s high standard of service to the client.


• Perform basic administrative work such as maintaining paper and electronic files, as well as coordinating and responding to information requests via phone and email.


• Process work orders in the Computerized Maintenance Management Software (CMMS) by entering data and updating work orders.


• Data entry into additional databases as needed.


• Prepare the monthly invoice for the client. Requires compiling all data submitted by the Project Managers, identify inconsistencies, apply formatting, attach all supporting documentation, and assist Facility Manager in finalizing the invoice prior to deadline.


• Update documents in Microsoft Word, Microsoft Excel, and Adobe as needed to keep operations moving forward.


• Schedule meetings and organize functions including: preparing presentation materials, booking conference room space, preparing the meeting location prior to meeting commencing, and reserving vendor services such as catering.


• All responsibilities must be handled with confidentiality, professionalism, and discretion.

Required Skills:

• Detail oriented with strong communication skills (written and verbal)


• Ability to manage competing priorities to meet deadlines


• Minimum 3 years’ experience in an administrative role


• Proficient skills in Microsoft Word, Microsoft Outlook, Microsoft Excel, and Microsoft Teams


• Enjoys working with a team to achieve shared success


• Able to work independently to complete assigned tasks quickly and accurately

Preferred Skills:

• Previous experience with a Computerized Maintenance Management System (CMMS) preferred but not required to apply


• Experience building or preparing complex invoices

Physical Requirements:

• Regularly requires a high degree of mental effort, talk and hear, gross and fine manipulation, read both print and screens for extended periods of time.


• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. 


• Frequently required to walk and sit 


• Occasionally required to reach with hands and arms, lift 25 lbs. max, stand and stoop, kneel, or crouch, and climb stairs  


• Expected to work in a moderately loud level of volume environment.  

Compensation:

• Elliott-Lewis offers a robust compensation package including:




• Competitive base salary,


• Annual raises,


• Annual bonuses,


• 401k Retirement Plan with generous company match,


• Two weeks’ vacation during first year at entry-level with more earned for greater tenure,


• Sick Pay,


• Medical / Health Insurance Plans,


• Dental coverage,


• Additional voluntary benefits including several life insurance options, accident insurance, several disability insurance options, and more.

We recognize that great talent can come from a variety of backgrounds.  We are an equal opportunity employer committed to affirmative action and diversity.  Background, MVR checks, and drug tests are performed for all positions. 

Equal Opportunity Employer including Disability/Vets