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Administrative Assistant, Facilities

Pay: $27.47 per hour, $50,000 annual salary

Hours: 35 hr work week, Non-Exempt

Schedule: Full Time, 5-day work week, Monday-Friday

Location: Trenton, New Jersey


Benefits:

-Medical , Vision & Dental

-HSA, HRA & FSA Accounts

-401k w/ a Generous Employer Match!

-Medical Discounts

-AD&D & LTD Plans Paid 100%

-Life Insurance

-Tuition Reimbursement

-PTO Time

-Holidays Off with Pay

-Student Loan Forgiveness

-Mileage Reimbursement

-NJ Family & Medical Leave

-Flexible Schedule & Hours

-Career Development

-Supportive Work Culture

-Paid Training!



JOB DESCRIPTION:




JOB REQUIREMENTS:

Minimum Education: High School Diploma/GED required.

Minimum Work Experience: One to three (1-3) years of related experience required.

Other Requirements: Valid driver’s license. Reliable transportation to travel throughout the service area.


JOB SUMMARY


Under the supervision of the Vice President of Facilities, the Administrative Assistant will provide day-to-day support to ensure all aspects of our facilities are maintained at the highest standards to support our business operations. This role requires problem-solving, and communication skills.  They will be responsible for ensuring the logistics and assigned administrative tasks of the Facilities Department.



ESSENTIAL FUNCTIONS:

Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position. The Administrative Assistant of Facilities performs a wide range of duties, including, but not limited to the following:



1. Familiarization with all sites leased and owned by Planned Parenthood of Northern, Central, and Southern New Jersey (PPNCSNJ).

2. Maintains compliance with annual Inspections for all sites including but not limited to scheduling annual testing, meet vendors on-site, and reporting.

3. Works closely with necessary parties to ensure all centers are in compliance.

4. Reviews and edits the Facilities Work Plan. Arranges to have a monthly review with the Facilities Team.

5. Manages Facility vendor contracts, meets vendors on-site when necessary.

6. Manages the ticket system for Facilities. This will include working with the Vice President of Facilities to ensure that all requests get answered in a timely manner.

7. Assists Finance in approving facility related invoices using Concur and in submitting a monthly expense report. 8. Purchases items for health center directors or the facilities team when needed.

9. Manages company owned vehicles i.e., auto insurance, memberships and accident reporting.

10. Assists the Facility department in Affiliate’s annual reporting.

11. Serves as a role model for staff in quality of work, competence, standards of behavior, initiative, teamwork, and compliance with affiliate policies.

12. Ensures achievement of organization’s goals, vision and mission.

13. Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

14. Complies with OSHA standards for safe working conditions.

15. Demonstrates commitment to established Workplace Values: Trustworthy; Effective Communication; Respectful; Supportive; Collaborative; Excellence. Practices behaviors that effectively demonstrate the Affiliate’s Workplace Values and supports goal to co-create a great workplace (see Workplace Values document received upon hire).

16. Travels frequently throughout the Affiliate’s service area as required.

17. Performs other duties as assigned in support of mission and as required to ensure delivery of consistent high quality services.


KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS:

1. Commitment and demonstration of excellent internal and external customer service.

2. Attention to detail; ability to follow processes and procedures from beginning to end.

3. Recognized excellence in interpersonal and relationship-building, and project management skills.

4. Ability to work collaboratively with staff throughout the agency to effect change.

5. Operational and organizational skills; ability to balance priorities, make effective decisions, and contribute as a team player within the organization.

6. Demonstrated project management skills, including excellent follow through for multiple projects at multiple locations.

7. Excellent written and verbal communication skills. Able to communicate information in an organized and clear manner.

8. Able to demonstrate behaviors that represent the Affiliate’s Workplace Values.

9. Able to maintain and demonstrate strict confidentiality of all information.

10. Entrepreneurial spirit, intellectual curiosity, high energy, positive attitude and diplomatic.

11. Commitment to reflect quality assurance and risk management in daily tasks.

12. Has computer skills and ability to learn/operate software programs.

13. Maintains professional appearance and demonstrates professional attitude at all times.

14. Ability to work flexible schedules and maintain punctual attendance.

15. Able to work under pressure, remain calm, prioritize, and meet deadlines.

16. Ability to relate to diverse communities.

17. Ability to work as part of an interdependent team.

18. Ability to remain open and non-judgmental towards colleagues and customers.


LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively 1:1 with co-workers, internal and external customers, and outside contractors and vendors.


MATHEMATICAL SKILLS

Ability to work with mathematical concepts such as probability and statistical inference.  Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.


REASONING SKILLS

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.


Physical Demands/Motor Coordination

Requires hand-eye coordination; finger dexterity, and a combination of sitting, standing, climbing, stooping, balancing, kneeling, reaching, carrying, pushing, pulling, lifting (up to 75 pounds). Must be able to write, type, use telephone and computer systems, and other office equipment.


Work ENVIRONMENT Exposure to routine office conditions as well as adverse environmental conditions such as dust, temperature and noise extremes, etc.   May be exposed to infectious or contagious disease.



 

This job description is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with this position. While intended to be an accurate reflection of the current job, management reserves the right to review and change this description as needed to maintain business goals and accomplishments. Job descriptions are reviewed periodically.  This job description is not a contract.

 

NON-DISCRIMINATION STATEMENT/ACKNOWLEDGEMENT:

Planned Parenthood of Northern, Central and Southern New Jersey, Inc. (PPNCSNJ) does not discriminate on the basis of race, color, religion, sex, sexual orientation, national origin, age, marital status, veteran status, citizenship, disability, atypical hereditary cellular blood trait, genetic predisposition or carrier status or any other characteristic protected by applicable law.  PPNCSNJ will make reasonable accommodations in compliance with Section 504 of the Rehabilitation Act of 1973; the Americans with Disabilities Act of 1990; and any subsequent revisions or additions to related law/regulations.

 

  PPNCSNJ is an Equal Opportunity Employer.


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What You Should Know About Administrative Assistant, Facilities, Planned Parenthood of Northern, Central and Southern New Jersey, Inc.

Looking to be part of a great team? Join Planned Parenthood of Northern, Central, and Southern New Jersey (PPNCSNJ) as an Administrative Assistant, Facilities in Trenton, New Jersey! In this role, you'll be instrumental in maintaining our facilities to ensure they run smoothly and efficiently. With a pay rate of $27.47 per hour and numerous benefits including health, dental, and vision insurance, a 401k plan, and generous PTO, this full-time position gives you everything you need to thrive. You'll report directly to the Vice President of Facilities and be responsible for a variety of logistics-related tasks—like overseeing vendor contracts, managing the ticket system, and maintaining compliance with safety standards. If you enjoy problem-solving and being a team player while ensuring everything operates at the highest standards, then this opportunity might be perfect for you. Your organizational skills and attention to detail will be put to good use as you assist in approving invoices, purchasing items for health center directors, and conducting inspections. Enjoy a supportive work culture where professional development and training are prioritized. Ready to make a difference? We can’t wait to meet you!

Frequently Asked Questions (FAQs) for Administrative Assistant, Facilities Role at Planned Parenthood of Northern, Central and Southern New Jersey, Inc.
What does the Administrative Assistant, Facilities role involve at Planned Parenthood of Northern, Central, and Southern New Jersey?

The Administrative Assistant, Facilities at Planned Parenthood of Northern, Central, and Southern New Jersey will support the Vice President of Facilities in overseeing daily operations, including compliance, logistics, and vendor management. This role requires strong organizational and communication skills to manage multiple projects and ensure all facilities meet high standards.

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What qualifications are needed for the Administrative Assistant, Facilities position at PPNCSNJ?

To qualify for the Administrative Assistant, Facilities role at Planned Parenthood of Northern, Central, and Southern New Jersey, candidates must have at least a high school diploma or GED and 1-3 years of related experience. Applicants should also possess a valid driver's license and reliable transportation to travel across the service area.

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What are the benefits of being an Administrative Assistant, Facilities at PPNCSNJ?

As an Administrative Assistant, Facilities at Planned Parenthood of Northern, Central, and Southern New Jersey, you’ll enjoy comprehensive benefits, including medical, dental, and vision coverage, a generous 401k plan, tuition reimbursement, and even mileage reimbursement. Plus, you will have opportunities for career development and paid training!

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What skills are essential for the Administrative Assistant, Facilities position at Planned Parenthood of Northern, Central, and Southern New Jersey?

Essential skills for the Administrative Assistant, Facilities role at Planned Parenthood of Northern, Central, and Southern New Jersey include excellent communication abilities, attention to detail, project management skills, and a strong customer service orientation. Being able to prioritize tasks and work collaboratively with diverse teams is also crucial.

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What does a typical day look like for an Administrative Assistant, Facilities at PPNCSNJ?

A typical day for an Administrative Assistant, Facilities at Planned Parenthood of Northern, Central, and Southern New Jersey involves coordinating with vendors, managing compliance inspections, scheduling tasks, assisting in the approval of invoices, and ensuring all the facilities operate conforming to organizational goals and standards.

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Common Interview Questions for Administrative Assistant, Facilities
Can you describe your experience with project management in a facilities-related role?

In answering this question, outline specific projects you've managed, the processes you used to keep them organized, and how you ensured timely completion. Use examples that highlight your attention to detail and teamwork.

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What strategies do you use to handle multiple tasks simultaneously?

Demonstrate how you prioritize your workload by discussing tools or techniques you use, such as creating to-do lists, setting deadlines, and using organizational software to manage tasks effectively.

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How do you ensure accuracy when reviewing contracts or compliance documents?

Explain your approach to ensuring accuracy, such as double-checking your work, utilizing checklists, and collaborating with colleagues to verify information before finalizing any documents.

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Describe a challenging situation you encountered in a previous administrative role and how you managed it.

Share a specific example of a challenging situation, detailing the steps you took to resolve the issue, focusing on your problem-solving skills and your ability to communicate effectively with others.

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What role do you believe customer service plays in the Administrative Assistant, Facilities position?

Outline your understanding that customer service is paramount in building relationships, especially in a facilities environment where communication and responsiveness are vital for addressing needs and resolving conflicts.

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How do you stay updated on best practices in facilities management?

Discuss your methods for staying informed, such as attending workshops, participating in industry forums, following relevant publications, or any professional associations that pertain to facilities management.

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How do you approach building relationships with vendors and contractors?

Provide insights into your communication style and how you actively maintain transparency and professionalism, ensuring all parties are aligned in expectations and deliverables.

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What software are you proficient in that would help you succeed in this role?

Mention specific software tools you are familiar with, particularly those for facility management or administrative tasks, and describe how you’ve used them to enhance your productivity and accuracy.

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How would you handle a situation where you disagree with a team member's approach?

Explain your method for addressing disagreements professionally, emphasizing open communication, active listening, and finding common ground in your discussions.

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What aspects of the Administrative Assistant, Facilities position at PPNCSNJ interest you the most?

Reflect on the duties and responsibilities listed in the job description, identifying key areas that you are particularly passionate about, and explain how that aligns with your career goals.

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DEPARTMENTS
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TEAM SIZE
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HQ LOCATION
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EMPLOYMENT TYPE
Full-time, on-site
DATE POSTED
March 7, 2025

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