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Facilities administrative assistant skills for your resume and career

Updated January 8, 2025
4 min read
Quoted experts
Dr. Mike Peterson Ph.D.,
Anne McConnell Ph.D.
Below we've compiled a list of the most critical facilities administrative assistant skills. We ranked the top skills for facilities administrative assistants based on the percentage of resumes they appeared on. For example, 7.8% of facilities administrative assistant resumes contained purchase orders as a skill. Continue reading to find out what skills a facilities administrative assistant needs to be successful in the workplace.

15 facilities administrative assistant skills for your resume and career

1. Purchase Orders

Here's how facilities administrative assistants use purchase orders:
  • Compiled information and records to prepare purchase orders for procurement of supplies for organization.
  • Process vendor invoices and purchase orders daily on internal e-Requisition system.

2. PowerPoint

Here's how facilities administrative assistants use powerpoint:
  • Developed innovative PowerPoint presentation used by the Office of Admissions to market management /executive support.
  • Compose and produce bi-weekly PowerPoint presentation for Connection's Meeting and download onto SharePoint site.

3. Payroll

Payroll is the sum of all the compensation that an organization has to pay to employees at a specified time. Payroll is managed by the finance or HR department while small business owners may handle it themselves. Payroll isn't fixed as it varies every month due to sick leaves, overtime, etc.

Here's how facilities administrative assistants use payroll:
  • Perform general office duties including processing of payroll information* Self-motivated and qualified to make quality decisions.
  • Prepared weekly payroll on PeopleNet software/Managed scheduling/Followed and Adhered to NYS HIPPA rules and regulations.

4. Office Equipment

Here's how facilities administrative assistants use office equipment:
  • Maintained all office equipment and made/ordered necessary repairs.
  • Maintained copy machines and related office equipment.

5. Data Entry

Data entry means entering data into a company's system with the help of a keyboard. A person responsible for entering data may also be asked to verify the authenticity of the data being entered. A person doing data entry must pay great attention to tiny details.

Here's how facilities administrative assistants use data entry:
  • Performed all data entry & necessary administrative duties as assigned.
  • Conducted data entry and generated reports.

6. Provides Administrative Support

Here's how facilities administrative assistants use provides administrative support:
  • Manage Executive member of management schedule and provides administrative support to alternate management as well as clients.
  • Position provides administrative support to managers, directors and vice presidents and executive vice presidents.

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7. HR

HR stands for human resources and is used to describe the set of people who work for a company or an organization. HR responsibilities revolve around updating employee records and carrying out management processes like planning, recruitment, evaluation, and selection processes. HR is a key contributor to any company or organization's growth as they are in charge of hiring the right employees, processing payrolls, conducting disciplinary actions, etc.

Here's how facilities administrative assistants use hr:
  • Assisted HR director with scheduling interviews and worked with applicants on job requirements and documentation required.
  • Provide administrative assistance to employees/departments as needed, specifically HR.

8. Administrative Tasks

Here's how facilities administrative assistants use administrative tasks:
  • Handled multifaceted administrative tasks as the assistant to the District Manager and General Managers.
  • Support six executive officers with administrative tasks and miscellaneous tasks.

9. Telephone Calls

Telephone calls are a communication means through which a caller is connected to the called party. The call is done through a telecommunications device called a telephone. The caller can use a landline, mobile phone, or satellite phone to make the call.

Here's how facilities administrative assistants use telephone calls:
  • Answered and screened all inbound telephone calls by forwarding to the appropriate person or took detailed messages as needed.
  • Handle all incoming telephone calls, applying Federal Confidentiality Laws when applicable.

10. Excellent Organizational

Here's how facilities administrative assistants use excellent organizational:
  • Interacted with clients and utilized excellent organizational skills to arrange and coordinate doctor appointments and tests.
  • Demonstrated excellent organizational and inter-personal skills.

11. Vendor Invoices

Here's how facilities administrative assistants use vendor invoices:
  • Reconciled outstanding vendor invoices by determining cause for non-payment and rectifying issues.
  • Managed the Facility filing system for equipment service records, vendor service records and vendor invoices.

12. Word Processing

Here's how facilities administrative assistants use word processing:
  • Supervised support staff including word processing and reception staff; ordered and maintained all office supplies
  • Researched and implemented software and hardware requirements for word processing department, and provided both administrative and technical support.

13. Travel Arrangements

Here's how facilities administrative assistants use travel arrangements:
  • General administrative support to the Director of Facilities which included meeting scheduling, travel arrangements, expense report processing.
  • Coordinated travel arrangements, maintained database and ensured the delivery of premium service to off-site hospital facility administrators.

14. Front Desk

Here's how facilities administrative assistants use front desk:
  • Front desk reception; met and greeted clients; handled high volume calls on main switchboard.
  • Managed all team members was responsible for maintenance operations, mailroom, front desk operations, and cafeteria operations.

15. Expense Reports

Here's how facilities administrative assistants use expense reports:
  • Provided administrative support to C-level executives including managed emails, maintained vendor contracts and agreements, and processed expense reports.
  • Processed managers travel expense reports and reconciled corporate American Express statements.
top-skills

What skills help Facilities Administrative Assistants find jobs?

Tell us what job you are looking for, we’ll show you what skills employers want.

What skills stand out on facilities administrative assistant resumes?

Dr. Mike Peterson Ph.D.Dr. Mike Peterson Ph.D. LinkedIn profile

Department Chair and Associate Professor of English, Dixie State University

Writing skills have always been valued by employers, but anything that shows an ability to write, produce, or communicate in digital spaces will stand out. While employers are becoming increasingly comfortable having employees work and collaborate digitally (from home or elsewhere), they may still be reluctant to train employees how to do that. They want to see evidence that applicants will know how to use technology and stay productive without extensive training and without a supervisor having to stand behind them. That isn't to say training won't take place, but employers want to use their valuable time and resources training employees on their own systems, policies, and procedures; they don't want to have to show new-hires how to use Zoom, how to format a memo, how to write an email, or how to co-edit a document using OneDrive.

What facilities administrative assistant skills would you recommend for someone trying to advance their career?

Anne McConnell Ph.D.

Professor, West Virginia State University

I would encourage someone taking a gap year to branch out, seeking work experiences and employment situations that expose them to new skills and allow them to interact with a diverse set of people. Sometimes we find ourselves in a bubble-communicating with the same people, who tend to share the same ideas-and a gap year provides the opportunity to extend beyond that. Employers value employees who have open, flexible minds, and seeking out experiences that demonstrate that openness can be helpful.

What type of skills will young facilities administrative assistants need?

Angela Robbins Ph.D.Angela Robbins Ph.D. LinkedIn profile

Associate Professor of History, Meredith College

History majors are in high demand in government, business, and non-profits because of the knowledge and skills they gain in the classroom. History majors, in particular, are especially good at contextualizing-that is, explaining how an event or discussion fits within the big picture. This includes how things that are going on today-such as the Capitol riot on January 6-connects to the Constitution, the balance of powers, the way democracy works, and related issues such as the implications of propaganda and misinformation. This goes well beyond merely expressing an opinion or debating two sides of an issue. Students of history do their research and practice skills of analysis, collecting and scrutinizing evidence rather than taking something at face value or only relying on a single source. We take sources apart to evaluate the credentials of their creators and search for bias. We examine sources from various creators so we take into account multiple experiences and points of view. Then we synthesize-or bring the sources together-in order to communicate what it all means. These skills are desired by employers and translate well into many careers and work environments. Seeking good evidence to answer questions and solve problems, whether that's in the classroom today or working with clients later, is a skill that employers highly value.

Students are practicing other skills that are necessary to success in the workplace, whether that will be in person or online. Time management, seeing a project through from start to finish, hosting and contributing to meetings, working on a team-whether it's two people or ten-and creating appropriate types of presentations to communicate ideas are all things our students can tell their employers they will come in with so they can hit the ground running. In addition, our majors develop self-awareness, empathy, and an appreciation of diverse opinions and approaches to problems through investigation of the life experiences of historical figures and their classroom discussions with classmates. Certainly, every employer wants you to learn the specifics within their sector, but these skills are fairly universal and will benefit majors as they move from the classroom to career.

What technical skills for a facilities administrative assistant stand out to employers?

Christi Patton Luks

Professor (NTT) and Associate Chair for Academic Affairs, Missouri University of Science & Technology

I've always felt that the most important thing we teach our students is problem-solving skills. The students who can readily relate the theory to their practical experience to develop new solutions are the most valuable. Engineering students that are active on design teams or took advantage of internships and co-ops are in great position for this.

What soft skills should all facilities administrative assistants possess?

Brandy BaileyBrandy Bailey LinkedIn profile

Career Coach, Ohio University - Lancaster Campus

Soft skills may vary depending on the employer, industry, and personal opinions. My biggest ones are communication skills, adaptability, self-awareness, teamwork, problem-solving, intercultural competency, creativity or innovation, and time management.
Do you want to know more?
Read more about what experts have to say about facilities administrative assistant

List of facilities administrative assistant skills to add to your resume

Facilities administrative assistant skills

The most important skills for a facilities administrative assistant resume and required skills for a facilities administrative assistant to have include:

  • 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
  • Expense Reports
  • Meeting Minutes
  • Property Management
  • SharePoint
  • Facilities Maintenance
  • Facilities Management
  • HVAC
  • Construction Projects
  • Office Operations
  • Kronos
  • Scheduling Appointments
  • Administrative Functions
  • Fax Machines
  • Process Invoices
  • Conference Room
  • Service Calls
  • Financial Reports
  • Facility Operations
  • Conference Calls
  • JPAS
  • Calendar Management
  • Administrative Assistance
  • Budget Reports
  • PeopleSoft
  • Background Checks
  • USPS
  • FedEx
  • Maximo
  • Vendor Contracts
  • MSDS
  • Fixed Assets
  • Inventory Control
  • A/P
  • Facility Issues

Updated January 8, 2025

Zippia Research Team
Zippia Team

Editorial Staff

The Zippia Research Team has spent countless hours reviewing resumes, job postings, and government data to determine what goes into getting a job in each phase of life. Professional writers and data scientists comprise the Zippia Research Team.

Updated January 8, 2025

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