Part Time Facilities Department Office Assistant

Reports To: Facilities Department Administration

Schedule: Monday Friday 11:00 AM 4:00 PM

Classification: Part-time not eligible for benefits

Status: Approximately 25 hours per week 12 month schedule

Location: Brophy College Preparatory Phoenix AZ

Pay Range: $18-$20/hour depending on experience and references

Job Summary

Brophy College Preparatory seeks a highly organized and detail-oriented individual to join the Facilities team as a Part-Time Office Assistant. This essential role focuses on maintaining the accuracy of the departments asset management system (FMX) assisting with inventory control and streamlining operational documentation. The ideal candidate is proactive possesses strong data entry and database skills and is comfortable working in a fast-paced environment supporting maintenance janitorial and grounds operations.

Key Responsibilities

1. Facilities Management System Data Entry and Integrity (CMMS - Computerized Maintenance Management System):

Perform accurate and timely data entry for work orders preventative maintenance schedules asset management and vendor records within the FMX system.

Assist the Office Manager with system optimization by ensuring consistency in data categorization and tagging.

Generate simple reports related to work order status and recurring maintenance tasks.

2. Inventory and Asset Management:

Manage and track departmental inventory including consumables parts and tools.

Assist in coordinating the sale or disposal of obsolete school furnishings and equipment through established procedures.

Maintain organized and up-to-date documentation for all stored assets and supplies.

3. General Administrative and Operational Support:

Provide administrative support to the Facilities and Maintenance leadership team as needed.

Assist with the coordination of vendor visits and service calls ensuring proper documentation is received (e.g. certificates of insurance invoices).

Handle other office duties documentation tasks and special projects to improve departmental efficiency

To Apply:

Interested applicants should submit a letter of interest and résumé to: Brophy College Preparatory is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Required Qualifications and Skills

Proven experience in detailed data entry and database management preferably within an asset or work order tracking system.

Exceptional organizational skills and attention to detail.

Proficiency with standard office software including spreadsheet and documents (e.g. Google Suite MacBook).

Strong verbal and written communication skills.

Ability to work effectively and collaboratively within a small team environment.

Reliable consistent and timely attendance is required.

Preferred Qualifications

Experience with FMX or other CMMS (Computerized Maintenance Management Systems).

Bilingual proficiency in Spanish and English to facilitate communication with all segments of the Facilities and Maintenance staff.