The Facilities Assistant is the primary contact for all requests made to the Facilities Department. Subject incumbent serves the school community by connecting families, faculty, and staff with appropriate resources within Facilities. Customer service, both internally and externally, is the highest priority of this role.
Essential Duties and Responsibilities:
Serve as the primary contact for the Facilities Department, including phone, email and walk-in requests of the department.
Ensure requests for service are directed to the correct person within the Facilities Department. The Facilities Assistant must remain informed regarding the progress of requests to ensure the matter is ultimately resolved.
Facilitate communication between the Facilities Department and other offices on campus regarding work schedules or any Facilities efforts that may impede access to work space.
Purchase supplies, furniture and materials as requested
Manage annual textbook purchases in support of faculty and CLS families. Coordinate with vendor to insure smooth experience for parents.
Accept and authorize inventory deliveries.
Reconcile actual purchases and expenses to budget in keeping with Business Office requirements.
Coordinate drivers for athletic and field trips.
Coordinate student enrollment in bus routes for the coming year.
Provide confirmed routes to AR for invoicing.
Serve as a backup Bus Driver for last minute route changes and emergencies.
Monitor Facilities employee time sheets for accuracy and timely record keeping.
Accurately record hours worked for all bus routes by following established processes and procedures
Track leave balances and approvals for all Facilities employees.
Provides accurate information to the Human Resources Office according to the annual “pay dates / deadlines” for the purposes of processing correct payments to employees.
Comply with school policies and procedures.
Perform other duties as needed.
No supervisory responsibilities
Education and Experience:
Bachelor’s degree and five or more years administrative experience
Or combination of equivalent experience, education, and training.
Strong computer skills, specifically Microsoft Office. Extensive experience in excel.
Exceptional organizational skills.
Ability to juggle competing priorities simultaneously with a calm demeanor and positive attitude.
Strong commitment to the highest level of customer service.
Performs work with a constant awareness of improving processes.
Has the ability to complete tasks ahead of schedule. Always willing to go the extra mile to complete projects on schedule. Does not give up on tasks until completed in a quality manner.
Communicates clearly and effectively to others the steps in a process and the importance of following that process. Clearly understands the rationale for why processes must follow certain steps.
Adheres to the highest level of professionalism by demonstrating honesty, integrity and maturity.
About Charlotte Latin School
Charlotte Latin School values diversity. Charlotte Latin School is an effective learning environment that accepts all people. As a community of learners, the School believes that a deep understanding of differences is necessary to its overall mission. Charlotte Latin School prohibits discrimination on the basis of sex, race, color, religion, sexual orientation, age, national origin, disability, veteran status, or marital status.
Founded in 1970, Charlotte Latin School is a fully accredited, college preparatory, coeducational, non-sectarian, independent day school, serving students in transitional kindergarten through twelfth grade.
Charlotte Latin School is an equal opportunity employer.