Job description

Gillespie Group is seeking an Executive Assistant to our Facilities Team. This position is responsible for ensuring the operating policies are followed and are consistent with the objective of the company to help achieve long-term goals. This includes making sure the company is up to date on all regulatory and licensing requirements, contract management with key vendors, and being the point person for the Facilities department.

Gillespie Group offers competitive wages, bonus opportunities, full health, dental and vision insurance, 401k match as well as 3 weeks paid time off to start. Our ideal team member is self-motivated, customer service-focused, and a team player. The ideal candidate will have 2+ years’ experience in the property management or administrative industry. This position requires the ability to read and write English correctly and fluently. Highly effective communication, organization, and follow-up abilities are essential. A valid driver's license and clear background check is required.

Gillespie Groupvalues our team members and are looking to empower those who are interested in a career, not just a job. This this is you, please send your resume our way!

Requirements

• Oversee process of contract management and work as the point person for securing snow, lawn, fertilization, and landscape contracts.
• Act as lead for new vendor setup
• Assists with the inspections on the facility campus by conducting walk-throughs.
• Project tracking including: Hallway upgrades, unit upgrades, roof replacement, asphalt replacement, and others as assigned
• Tracking of all PM contracts and warranties (Commercial HVAC systems, roof warranties / MaxLife program, and others as assigned)
• Retention of all facilities records and files
• Draft of communications in forms such as memos, policies, agendas, and meeting minutes
• Schedules inspections for local government entities and ensures rental license is active for all properties
• Liaison between team members and any outside contractors needed to resolve specialized problems
• Maintains physical space, ensuring a safe, clean, and functional environment
• Document and maintain records of safety compliance: Scheduling of fire suppression inspections, retaining reports, snow removal and snow logs, service contracts and records, vendor certificate of liability and worker’s compensation insurance obtained and tracked for compliance, and incident reports among others.
• Manage calendar for Director of Facilities
• Answers and transfers phone calls, screening when necessary
• Other tasks as assigned by the Director of Facilities
• Enter any commercial work orders in absence of Commercial Manager

Qualifications

• Detail-oriented
• Work well with various personalities
• Excellent verbal and written communication skills
• Strong customer service orientation
• Highly organized and excellent follow up skills
• Strong time management skills with a proven ability to meet deadlines
• Self-directed individual able to adapt quickly to changes in priorities
• Proficient use of Excel, Word, Outlook

Job Type: Full-time

Pay: $48,000.00 - $52,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Lansing, MI 48912: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Office: 2 years (Preferred)
• Microsoft Outlook: 1 year (Preferred)

License/Certification:

• Driver's License (Preferred)

Work Location: In person

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