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Administrative Assistant


Job Summary

Fort Collins, CO
Other/Not Classified
Job Type
Full Time
Career Level
Experienced (Non-Manager)
Job Reference Code

Administrative Assistant

About the Job

EMCOR Facilities Services

About Us:

EMCOR Facilities Services (EFS), an EMCOR core business, services over 1 billion square feet of space worldwide. From corporate campuses to single sites, EFS provides a range of services that support mission-critical areas of financial services, manufacturing, pharmaceutical, transportation, and government sectors.

Job Title: Administrative Assistant

Job Summary: In a safe, efficient and professional manner the Administrative Assistant will support the Facilities Team in the planning, directing and activity coordination of work to accommodate the preventative, corrective, general maintenance and documentation for the Client. Associate will plan, direct and coordinate activities of the sites through the CMMS application to ensure the client’s needs are met, KPI’s are reached, and daily work load continuously flows. Associate will schedule and coordinate all outside contracted services with follow up to all work orders assigned. Assigns work orders to Maintenance Staff, coordinating directly with the Management Team duties assigned.

Associate will generate PO’s, process invoices working closely with Corporate AP. Submit time sheets weekly, process P-card logs and submittals. Works closely with subcontractors ensuring they are properly set up with AP. Other duties include, but not limited to, daily assessments of systems, maintaining a clean working environment, and other various duties as assigned by the Account Manager, while adhering to all safety and health standards.

Essential Duties and Responsibilities: 

  • Ensures associates are serving both internal and external customer's needs

  • Maintains the site process manuals and ensures compliance to LOP’s and SOP’s

  • Generates and tracks PO usage

  • Maintains P-card logs

  • Processes time sheets weekly

  • Maintain CMMS system and change order log

  • Ensures that paperwork and the work-orders from Maintenance Department are completed accurately and timely per client KPI

  • Prepares for and attends required meetings including regular site visits, regular staff meetings and steering team meetings.

  • Coordinates customer driven, project or PM generated work-orders.

  • Assures the highest level of safety in all site activities

  • Responsible for maintaining CMMS to current levels by as performing additions, modifications, and deletions to Preventative Maintenance work orders generated for properties, equipment, and assets

  • Responsible for maintaining Preventative Maintenance Calendars and Procedures including recommended frequencies and time allocation per Preventative Maintenance Work Order type

  • Responsible for maintaining facility audit documents and may be required to perform facility audits to determine equipment inventory and condition

  • Prepare work order reports

  • Prepare weekly operation reports

  • Responsible for providing material for quarterly review

  • Must verify and follow up with all customer complaints and or negative surveys.

  • Responsible for technical support of the CMMS and computers, etc.

  • Other duties as assigned


  • Associate's degree (A. A.) or equivalent from two-year College is mandatory, a Bachelors Degree preferred.

  • Two to five years of experience in coordination of activities in a facility and commercial office maintenance environment.

  • CMMS platform experience preferred

  • Valid State Driver’s License

  • Basic Account Payable experience preferred, especially with JDE and/or SAP - coding invoices, setting up vendors, purchasing logs and time-sheets for payroll

  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

  • Possess good interpersonal, leadership, organizational and self-management skills.

  • Present self in professional manner: neat appearance and grooming.

  • Ability to produce a quality work product in a prompt, safe and efficient manner.

  • Observe and adhere to safety and health rules.

  • Ability to communicate well in both oral and written reports.

  • Good communication with and respect for co-workers and their property, vendors, and client.

  • Maintain a good attendance record, including notification in the event of tardiness and absence.

  • Strong customer satisfaction focus – meets and exceeds expectations of internal/external customers; anticipates the needs of internal/external customers and resolves any supplier delivery or quality problems impacting customers.

  • Ability to work without supervision and shift work priorities; deal appropriately with multiple deadlines.

  • Ability to partner with Management Team in confidence.

  • Excellent spelling, grammar and proofreading skills.

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer


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