Facilities & Operations Administrative Assistant

Facilities & Operations Administrative Assistant

A leading book publishing company, is seeking to identify a highly organized and proactive Facilities & Operations Administrative Assistant to provide critical support to the Facilities & Operations Department. This role is integral to ensuring the smooth operation of the helpdesk system, maintaining accurate records, and supporting event coordination, staff scheduling, and procurement.

Location: Kingston
Reports to: Facilities & Operations Supervisor/Manager

Key Responsibilities:

• Manage and track helpdesk requests, follow-ups, and timely resolutions.

• Maintain filing systems and databases for departmental records and correspondence.

• Schedule and coordinate meetings, appraisals, and leave calendars.

• Monitor inventory levels and coordinate the procurement of office and janitorial supplies.

• Support internal event planning, logistics, and post-event reporting.

• Track staff absences and performance sessions.

• Assist in preparing and reviewing invoices and tracking outstanding payments.

• Supervise Office Assistant and Driver/Bearer assignments.

• Provide professional communication support with internal and external stakeholders.

Qualifications & Experience:

• Associate Degree in Business Administration or related field.

• Minimum of 3 years' experience in administrative or operations support.

• Proficiency in Microsoft Office and digital tracking systems.

Key Competencies:

• Strong organizational and coordination skills

• Excellent communication and interpersonal abilities

• Ability to multitask in a fast-paced environment

• Discretion and professionalism in handling confidential information

• Initiative and follow-through

Working Conditions:

• Office-based with occasional field work; fast-paced environment with overlapping tasks and deadline-driven workloads.