Position: Administrative Assistant (Facilities)

Reports to: Facilities Maintenance Manager 

Location: On-site Fluke Park, Desk is stationed near the maintenance shop 

Schedule: Full-time, Monday-Friday with occasional accommodations as needed

The Facilities Maintenance Administrative Assistant will provide comprehensive support to the Facilities Maintenance Manager and the maintenance team. This role requires strong organizational skills and attention to detail, as the individual will manage communications, handle procurement tasks, process invoices, and coordinate service schedules. The ideal candidate will be proactive and able to balance multiple tasks in a fast-paced environment.

Communication & Coordination:

Answer and manage daily communications, including emails, Teams messages, and phone calls. Serve as the main point of contact for the maintenance team regarding questions, requests, and updates. Attend the Facilities Maintenance Manager's Team meetings and document action items.

Procurement & Supply Management:

Manage and order janitorial, maintenance supplies and parts, ensuring accurate tracking of purchase orders. Work closely with the Facilities Maintenance Manager to verify Cost Centers and General Ledger numbers are properly submitted with requests and invoices. Maintain an organized record of all purchase orders and approvals. Help maintain and organize maintenance supply cage in the basement.

Invoice & Financial Management:

Process Facilities Finance invoices, including creating requisitions and maintaining a spreadsheet for tracking purposes. Handle invoice accruals, ensuring they are received and processed after month-end to be charged back accordingly. Process one-off invoices and contractor charges upon job completion.

Credit Card & Procurement Reconciliation:

Keep track of the Facilities Maintenance Manager’s credit card receipts and process monthly procurement card reconciliations through US Bank Access Online. Responsibly manage the company credit card spending by accurately tracking receipts and ensuring timely processing of monthly procurement card reconciliations through US Bank Access Online.

Maintenance & Vendor Coordination:

Schedule and coordinate dumpster, recycling, and Cedar Grove pickups, as well as the dumpster schedule for special projects. Call contractors for maintenance checks, securing necessary approval from maintenance manager before scheduling service. Assist with the distribution of E-Maintenance work order requests when the Maintenance Manager is unavailable.

Additional Duties:

Run errands as needed (e.g., laundry services and part deliveries). Support with special projects and one-off requests from the maintenance team. Cover the site Lobby if the receptionist is out of office and no other personnel is available.

Skills & Qualifications:

HS Diploma or GED equivalent is preferred 3-5 years minimum related experience required Proven track record of being reliable and consistent in delivering high-quality work. Strong communication and organizational skills. Proficiency in Microsoft Office, including Outlook and Excel. Ability to manage multiple tasks and prioritize effectively. Ability to work in a busy environment with interruptions. Previous experience or familiarity with procurement, invoice management, or office administration is preferred, with procurement card reconciliation and vendor management considered a plus.

Fortive Corporation Overview

Fortive’s essential technology makes the world stronger, safer, and smarter. We accelerate transformation across a broad range of applications including environmental, health and safety compliance, industrial condition monitoring, next-generation product design, and healthcare safety solutions.

We are a global industrial technology innovator with a startup spirit. Our forward-looking companies lead the way in software-powered workflow solutions, data-driven intelligence, AI-powered automation, and other disruptive technologies. We’re a force for progress, working alongside our customers and partners to solve challenges on a global scale, from workplace safety in the most demanding conditions to groundbreaking sustainability solutions.

We are a diverse team 18,000 strong, united by a dynamic, inclusive culture and energized by limitless learning and growth. We use the proven Fortive Business System (FBS) to accelerate our positive impact.

At Fortive, we believe in you. We believe in your potential—your ability to learn, grow, and make a difference.

At Fortive, we believe in us. We believe in the power of people working together to solve problems no one could solve alone.