Facilities Admin Assistant

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We're committed to bringing passion and customer focus to the business.

Job Summary

The Facilities Administrative Assistant serves as the first point of contact for guests and callers while providing essential clerical, logistical, and operational support to the Facilities Manager and maintenance staff. This role ensures a professional front‑desk experience and contributes to maintaining a safe, efficient, and well‑organized physical environment. Responsibilities include visitor management, phone queue operation, administrative support and facilities coordination.

Essential Functions

• Operate the main phone queue, screening and transferring calls or taking messages in a timely and professional manner.
• Greet guests, manage the visitor check‑in system, assign visitor badges, and escort visitors as needed.
• Maintain a welcoming, organized, and professional front‑desk and lobby area.

• Provide general administrative and clerical support including scheduling appointments, managing calendars, coordinating meetings, and preparing documentation or presentations.
• Inventory, order, and distribute office supplies as necessary.

• Assist with Jira Ticketing System. Coordinate work orders and maintenance requests from staff and vendors.
• Assist with vendor communication, service appointments, and follow‑up activities.
• Maintain facility records, logs, inspection reports, and compliance documentation.
• Support space planning, update maps
• Assist with safety programs, inspections, incident reporting, and emergency procedures.
• Serve as a front‑line communication point for the Facilities department.

• Perform special projects and other related duties as assigned.

Essential Knowledge, Skills, and Abilities

• Strong communication skills, both verbal and written, with the ability to interact effectively across all levels of the organization.

• Analytical and problem-solving abilities to assess situations, identify issues, and implement effective solutions.
• Technical proficiency in Microsoft Word, Excel, Outlook, and related office software.
• Friendly, helpful, and professional demeanor, even in challenging situations.
• Ability to multitask while maintaining accuracy, organization, and efficiency.
• Strong attention to detail and ability to maintain confidentiality of sensitive information.
• Ability to prioritize tasks and manage time effectively in a fast‑paced environment.
• Commitment and ability to cultivate a diverse and inclusive work environment.

Education

• High School diploma or equivalent

Experience

• 2–4 years of administrative or front desk experience in a corporate, hospitality, or customer‑facing environment.

Compensation and Benefits

• Covius offers an extensive benefits package for all employees, including medical, dental, vision and 401(k)!
• Compensation: $17.60/hour - $22.00/hour

Working Conditions

This position is based in a traditional office environment. Employees are expected to work on-site during standard business hours and maintain a professional demeanor in a collaborative setting. Work is performed in a climate-controlled office with standard lighting and noise levels. Regular attendance and punctuality are essential to meet business needs and team collaboration. Occasional overtime, weekend shifts, or holiday work may be required based on operational needs. Employees must comply with company policies regarding data security, time tracking, and collaboration tools across all work environments.

Physical Demands and Activities

While performing the duties of this job, the employee is frequently required to communicate. The employee is regularly required to stand, walk, sit, and constantly operate a computer and other office equipment using hands and fingers for fine manipulation, including keyboarding and mouse use. The employee must occasionally lift, carry, push, pull, or otherwise move objects, such as files and small parcels and/or move boxes weighing up to 15lbs. Prolonged periods of sitting or standing may be required depending on the nature of the work. Specific vision abilities required by this job include close vision, distance vision, and the ability to observe objects at close range in presence of glare or bright lighting (e.g. computer screen).

Covius is committed to equal opportunity in all employment practices to all qualified applicants and employees without regard to race, color, religion, gender, gender identity, age, national origin, pregnancy, disability, genetics, marital status, military or veteran status or any other protected category as established by local, state, and federal law. This policy applies to all aspects of the employment relationship including recruitment and hiring, placement, promotion, transfer, compensation, disciplinary action, layoff, leaves of absence, training, and termination. All such employment decisions will be made without unlawful discrimination based on any prohibited basis.

The essential functions, working conditions and physical demands described above are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Please note that all job descriptions are not intended to be all-inclusive.  This job description is not designed to cover all activities, duties or responsibilities that are required of the employee for this job.  Employees may be required to perform other duties at any time with or without notice to meet the ongoing needs of the organization.

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!