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Plant Operation Administrative Assistant

Holy Cross Village at Notre Dame
Notre Dame, IN
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

The Plant Operation Administrative Assistant provides overall administrative and organizational support to the Plant operations departments (Maintenance, Environmental Services and Security). The Administrative Assistant maintains a close and highly responsive relationship with the daily activities of management and associated staff. Will develop and maintain positive and professional relationships with Internal and external customers and can handle independently to achieve results in the absence of day-to-day guidance.

Essential Duties & Job Functions:

Provide administrative support to the Director of Facilities, Facilities (Maintenance dept), Environmental Services and Security.

Expert competence with standard office software tools and familiarity with mainstream financial accounting software. Able to learn Computerized Maintenance Management Program.

Assist with work orders and the work order system as directed.

Adaptable to changing of priorities from day to day, able to multi-task between many functions and roles in a daily basis as well as handle tasks as directed.

Coordinate and assist in the completion of special project including the refurbishment of living spaces.

Serves as a point of contact and liaison for all activities within assigned departments: Maintains recurring internal reports, purchasing transactions, correspondence, training, etc.

Prepare, process, log, track and trend purchase orders and invoices.

Prepare end of month reports for billing purposes.

Attention to detail and precise record keeping.

Responds to visitors, calls, and inquiries for information, determines which requests need to be escalated or rerouted.

Attends meetings, anticipates and assembles materials, generates meeting agendas, and minutes and distributes according to standard practice and requests.

Maintain compliance books and assure that all compliance tasks are completed as required.

Work as a Liaison between service departments, residents, vendors, etc.

Occasionally operates customer and company vehicles and/or other equipment in a safe manner

Ability to operate effectively independently with minimal guidance and supervision while being a team player.

Adheres to the established company safety and personnel policies and standard procedures.

Performs other duties as assigned by the Service Director.

Other Skills/Abilities

Integrity-required to handle sensitive information

5S system: Sort, Straighten, Shine, Standardize and Sustain

8 Wastes of lean- Transport, Inventory, Motion, Waiting, Over production, Over processing, Defects, Skills

Interpersonal Skills- Interact with both clients, customers, associates, vendors as well as government agencies.

Writing skills

Skilled in Microsoft Office software

Team player that can bring new ideas.

Persistence and diligence to bring projects to a close

Strong problem-solving skills as well as strong verbal and written communication skills


Lead by example

Follow the Holy Cross Village mission statement and guidelines of what Holy Cross stands for.

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Holy Cross Village at Notre Dame


Notre Dame, IN
46556 USA



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