How to hire a facilities administrative assistant

How to hire a facilities administrative assistant, step by step

Here's a step-by-step facilities administrative assistant hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a facilities administrative assistant job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new facilities administrative assistant
• Step 8: Go through the hiring process checklist

What does a facilities administrative assistant do?

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1. Identify your hiring needs

   Before you start hiring a facilities administrative assistant, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   Hiring the perfect facilities administrative assistant also involves considering the ideal background you'd like them to have. Depending on what industry or field they have experience in, they'll bring different skills to the job. It's also important to consider what levels of seniority and education the job requires and what kind of salary such a candidate would likely demand.

   This list presents facilities administrative assistant salaries for various positions.

   Type of Facilities Administrative Assistant	Description	Hourly rate
   Facilities Administrative Assistant	Secretaries and administrative assistants perform clerical and administrative duties. They organize files, prepare documents, schedule appointments, and support other staff.	$14-26
   Administrative Support	Administrative support specialists provide different types of governmental assistance. They carry out varied clerical duties in almost all industries... Show more	$12-25
   Administrative Staff	As the administrative staff, they primarily provide administrative and secretarial support for the department. Typically, they do report-writing, filing and scheduling, and payroll... Show more	$27-48

2. Create an ideal candidate profile

   Common skills:

   • Purchase Orders
   • PowerPoint
   • Payroll
   • Office Equipment
   • Data Entry
   • Provides Administrative Support
   • HR
   • Administrative Tasks
   • Telephone Calls
   • Excellent Organizational
   • Vendor Invoices
   • Word Processing
   • Travel Arrangements
   • Front Desk

   Check all skills

   Responsibilities:

   • Manage and develop the daily clinical schedule for the in-patient rehabilitation staff taking into consideration Medicare guidelines and staffing ratios.
   • Update and maintain floor plans using PowerPoint.
   • Compile graphs and charts on labor and equipment efficiency and place into PowerPoint presentation.
   • Manage and develop the daily clinical schedule for the in-patient rehabilitation staff taking into consideration Medicare guidelines and staffing ratios.
   • Schedule appointments to perform HUD require interviews making sure contractors/sub-contractors follow lead-safe rules and regulations.

   More facilities administrative assistant duties

3. Make a budget

   Including a salary range in your facilities administrative assistant job description is a great way to entice the best and brightest candidates. A facilities administrative assistant salary can vary based on several factors:

   • Location. For example, facilities administrative assistants' average salary in georgia is 43% less than in massachusetts.
   • Seniority. Entry-level facilities administrative assistants earn 44% less than senior-level facilities administrative assistants.
   • Certifications. A facilities administrative assistant with a few certifications under their belt will likely demand a higher salary.
   • Company. Working for a prestigious company or an exciting start-up can make a huge difference in a facilities administrative assistant's salary.

   Average facilities administrative assistant salary

   $41,753yearly

   $20.07 hourly rate

   ---

   Entry-level facilities administrative assistant salary

   $31,000 yearly salary

   Updated December 24, 2025

   Average facilities administrative assistant salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Massachusetts	$55,463	$27
   2	Connecticut	$53,039	$26
   3	Minnesota	$52,125	$25
   4	California	$51,142	$25
   5	North Dakota	$48,378	$23
   6	Alaska	$48,353	$23
   7	New York	$45,452	$22
   8	New Jersey	$45,132	$22
   9	Pennsylvania	$44,036	$21
   10	Colorado	$43,673	$21
   11	Virginia	$43,610	$21
   12	Michigan	$41,366	$20
   13	Wisconsin	$40,667	$20
   14	Arizona	$40,591	$20
   15	Missouri	$38,579	$19
   16	South Carolina	$37,406	$18
   17	Indiana	$35,177	$17
   18	Texas	$35,045	$17
   19	Florida	$33,421	$16
   20	Georgia	$31,555	$15

   Average facilities administrative assistant salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	Cognizant	$57,098	$27.45
   2	Covanta	$56,505	$27.17
   3	University of California-Berkeley	$50,257	$24.16	1
   4	Culver Academies	$48,982	$23.55
   5	PeaceHealth	$48,468	$23.30	2
   6	RFTA Roaring Fork Transportation Authority	$46,993	$22.59
   7	Valparaiso University	$46,807	$22.50
   8	Kinder Morgan	$45,590	$21.92
   9	Wellpath	$45,156	$21.71	18
   10	ADAPT Community Network	$44,400	$21.35	6
   11	Techtronic Industries TTI	$44,352	$21.32	1
   12	GoHealth	$44,005	$21.16
   13	Brunswick	$43,511	$20.92
   14	University of Alaska	$43,147	$20.74	11
   15	Boston University	$41,762	$20.08	12
   16	Aspen School District	$41,678	$20.04
   17	Seneca Resources	$41,670	$20.03
   18	Yaamava' Resort & Casino	$41,416	$19.91	1
   19	Ball State University	$41,305	$19.86
   20	Seneca Companies	$41,201	$19.81

4. Writing a facilities administrative assistant job description

   A facilities administrative assistant job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a facilities administrative assistant job description:

   Facilities administrative assistant job description example

   This position will provide administrative support to the department and develop, maintain, and ensure compliance of department records.
   DUTIES/RESPONSIBILITIES:
   Performs receptionist and clerical duties such as answering telephones, making copies, and providing copies of necessary documents. Issues work orders in a timely manner and assigns to appropriate staff member for handling. Serves as primary contact for answering telephone and greeting visitors; provides appropriate information and assistance; takes messages and refers to appropriate personnel. Receives electronic and telephone work requests from campus community. Follows-up with a sense of urgency and in a timely manner with staff members to ensure work orders are updated, completed, and closed out timely. Initiates work order reports as requested. Supports the facilities department with assistance in work order system software tool and associated applications for processing service requests. Issues work orders in a timely manner and assigns to appropriate staff member for handling. Submits requests for ordering supplies and materials. Initiates and processes requisitions for coordinating the payment of invoices. Assists with providing building access via the access control systems. Complete the paperwork for purchases. Receives, reviews, and processes all purchase requisitions to include the placement of purchase orders. Serves as liaison between the department and the Campus community. Creates and maintains office related records and reports. Prepares department meeting agendas, meeting notes and distribute accordingly. Other duties as assigned.
   KNOWLEDGE, SKILLS, AND ABILITIES:
   Knowledge of modern office practices and procedures. Knowledge of computers and job-related software programs. Knowledge of basic accounting, data, and administrative management practices and procedures. Ability to obtain a P-Card. Ability to maintain confidentiality of records and information.
   MINIMUM QUALIFICATIONS:
   High school diploma or GED and three (3) years administrative experience; or a combination of education and related experience. Willingness and openness to learning and growing. Possession of valid driver's license.
   PREFERRED QUALIFICATION:
   Bachelor's degree from an accredited college and/or university. Five years of relevant work experience.
   Working conditions
   
   This position is typically operating in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
   
   Physical requirements
   
   Ability to work in a sitting position for long periods of time. Must have ability to reach, bend, stoop, and occasionally lift to 40 pounds. The noise level in the work environment is usually low to moderate.

   Copy this example

   

5. Post your job

   To find the right facilities administrative assistant for your business, consider trying out a few different recruiting strategies:

   • Consider internal talent. One of the most important sources of talent for any company is its existing workforce.
   • Ask for referrals. Reach out to friends, family members, and current employees and ask if they know or have worked with facilities administrative assistants they would recommend.
   • Recruit at local colleges. Attend job fairs at local colleges to recruit facilities administrative assistants who meet your education requirements.
   • Social media platforms. LinkedIn, Facebook and Twitter now have more than 3.5 billion users, and you can use social media to reach potential job candidates.

   Post your job online:

   • Post your facilities administrative assistant job on Zippia to find and recruit facilities administrative assistant candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Recruiting facilities administrative assistants requires you to bring your A-game to the interview process. The first interview should introduce the company and the role to the candidate as much as they present their background experience and reasons for applying for the job. During later interviews, you can go into more detail about the technical details of the job and ask behavioral questions to gauge how they'd fit into your current company culture.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new facilities administrative assistant

   Once you have selected a candidate for the facilities administrative assistant position, it is time to create an offer letter. In addition to salary, the offer letter should include details about benefits and perks that are available to the employee. Ensuring your offer is competitive is vital, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and it is important to be open to discussion and reach a mutually beneficial agreement. After the offer has been accepted, it is a good idea to formalize the agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   After that, you can create an onboarding schedule for a new facilities administrative assistant. Human Resources and the hiring manager should complete Employee Action Forms. Human Resources should also ensure that onboarding paperwork is completed, including I-9s, benefits enrollment, federal and state tax forms, etc., and that new employee files are created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a facilities administrative assistant?