Essential Functions:

• Keep track of the Director’s daily calendar.
• Prepares document/reports for Director as needed.
• Schedules various meetings for the purpose of assisting in staff needs and efficient utilization of personnel, equipment and facilities.
• Maintains documentation and pertinent information for Director’s use on the shared drive.
• Prepare monthly American Express and Home Depot Invoices, manage monthly expense reports, petty cash requests, invoices, etc.
• Assists with management, reconciliation and distribution of petty cash
• Forward all incoming facilities emails requests to the Building Superintendent and Assistant Building Superintendent in a timely manner.
• Review and forward all invoices to the Director and Building Superintendent for signature.
• Apply appropriate budget codes to all invoices and forward signed invoices to the Business Office for payment.
• Assists the facilities team and office personnel as required in supporting them in the completion of their work activities.
• Responds to vendor inquiries for the purpose of providing information and/or direction.
• Assist with tracking time (vac, sick, PT, etc) and coordinate vacation schedules. Maintain records
• Manage and coordinate facilities database building management and work order system
• Willingness to become knowledgeable regarding select policies, regulations and requirements as related to the Facilities Department.
• Schedule vendors for monthly/yearly training and
• Assist with reception duties as needed
• Track and keep attendance records for the Facilities Department.
• Assist in the management of keys for all Brearley facilities
• Assist in organizing and coordinating all PM contracts and renewals
• Assist in the distribution of PPE for faculty and staff
• Assist with ordering of supplies (office, school supplies, amazon, facilities, etc)
• Perform other duties as assigned