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FeedMore WNY · 3 weeks ago

Facilities Administrative Assistant

Buffalo,NY,US

Full-time

Onsite

Entry Level

2+ years exp

FeedMore WNY is seeking a Facilities Administrative Assistant to provide administrative and coordination support to the Facilities team, as well as IT and Operations. The role involves managing purchasing, budget tracking, maintenance scheduling, and documentation management while ensuring compliance and process improvement within facilities operations.

Food DeliveryNon ProfitOrganic Food

Responsibilities

Provide day-to-day administrative support to the Facilities leadership and team

Prepare, process, and track Purchase Orders (POs) and related documentation

Maintain organized records for contracts, invoices, service agreements, and vendor files

Monitor and track facilities budgets, expenses, and purchase orders

Assist with budget reporting, reconciliation, and variance tracking

Coordinate with Finance to ensure compliance with company policies and use of grant funding

Schedule repairs, service calls, and preventative maintenance activities

Coordinate with internal teams and external vendors to ensure timely completion of work

Track maintenance requests and follow up on outstanding items

Ensure all AIB files related to the facility are accurate, current, and properly maintained

Use FIIX to organization, tracking and manage maintenance task for equipment and assets

Assist with audits, inspections, and compliance-related documentation

Assist in the creation, updating, and maintenance of Standard Operating Procedures (SOPs) for our future facility

Identify opportunities to improve administrative and operational workflows

Help document best practices and standardize facilities procedures

Prepare reports, presentations, and summaries as needed

Manage calendars, meetings, and communications related to facilities operations

Perform other administrative and facilities-related duties as assigned

Assist with all mission work as needed and requested with some or no prior notice including, but not limited to, serving as a truck spotter, helping with Farm Market/Community Garden/Freight Farms/on and off-site food distributions, preparation of meals and serving home-delivered meals

Assist with other duties and projects as requested

Qualification

Budget trackingVendor coordinationMicrosoft OfficeDocumentation managementProcess improvementProactive mindsetOrganizational skillsCommunication skillsTime-management skills