Physical Plant Assistant

Job Summary

Physical Plant Assistant

Department: Physical Plant

Reports To: Director of Physical Plant

FLSA Status: Non\-Exempt

Position Summary

The Physical Plant Assistant provides administrative and operational support to the Physical Plant Department of Saint Joseph Abbey and Seminary College. This role assists in coordinating maintenance operations, maintaining departmental records, managing work order documentation, and supporting campus safety and emergency preparedness initiatives.

The Physical Plant Assistant works collaboratively with maintenance, groundskeeping, and custodial staff to help ensure that the Abbey and campus facilities remain safe, functional, and well maintained in support of the mission of the monastic community and Seminary College.

Essential Duties and Responsibilities

Administrative and Departmental Support

• Take and maintain minutes for the Monthly Physical Plant Meeting.
• Maintain departmental files, records, reports, and operational documentation.
• Perform data entry related to work orders, maintenance tasks, projects, and departmental activities.
• Assist in preparing reports and maintaining departmental records.
• Maintain organized documentation of departmental procedures and reference materials.

Work Order Coordination

• Assist in managing the departmental work order system (“Fix It”).
• Receive, log, and distribute work orders to maintenance, groundskeeping, and custodial teams.
• Track the progress and completion of work orders and update records accordingly.
• Maintain documentation related to maintenance requests and completed work.

Inventory and Equipment Tracking

• Maintain inventory records for tools, equipment, and supplies used by the Physical Plant Department.
• Assist with periodic inventory checks and documentation.
• Notify the supervisor when equipment, tools, or supplies need replacement or repair.

Contract and Vendor Documentation

• Maintain the Physical Plant contract database.
• Track and calendar expiration dates for leases, service contracts, and vendor agreements.
• Maintain organized records of vendor information, service agreements, and supporting documentation.

Operational Support

• Assist with coordination of departmental errands and supply pickups, including vendor donations (such as Costco or similar partners).
• Assist with maintaining logs and documentation related to building maintenance and facilities operations.
• Support departmental scheduling and operational coordination as needed.

Safety and Emergency Preparedness

• Assist in the development and documentation of campus Emergency Preparedness procedures.
• Support the development of fire drill protocols and safety best practices.
• Maintain records related to safety procedures and departmental compliance.

Other Responsibilities

• Provide administrative support to the Director of Physical Plant and facilities staff.
• Assist with special projects related to campus operations and facilities management.
• Perform other duties as assigned.

Qualifications

Education

High school diploma or equivalent required. Associate degree or administrative training preferred.

Experience

• One to three years of administrative or office support experience preferred.
• Experience supporting facilities, maintenance, or operations departments is beneficial.

Skills and Abilities

• Strong organizational and recordkeeping skills.
• Ability to manage multiple tasks and maintain accurate documentation.
• Proficiency with Microsoft Office or similar office software.
• Ability to communicate effectively with staff and departments across campus.
• Ability to work independently and maintain confidentiality when necessary.

Physical Requirements

• Ability to move throughout the campus to deliver documents or assist with inventory checks.
• Ability to occasionally lift or move supplies or office materials.
• Ability to operate standard office equipment.

Job Posting Version (Short Version)

Physical Plant Assistant

Saint Joseph Abbey and Seminary College is seeking a Physical Plant Assistant to provide administrative and operational support to the campus facilities department.

This position assists with maintaining records, coordinating work orders, tracking equipment inventory, and supporting safety and emergency preparedness initiatives for the Abbey and Seminary College campus.

Responsibilities include:

• Coordinating work orders through the departmental “Fix It” system
• Maintaining inventory of tools and equipment
• Recording minutes for departmental meetings
• Maintaining databases of contracts and service agreements
• Tracking contract and lease expiration dates
• Supporting emergency preparedness and safety initiatives
• Assisting with departmental data entry and documentation

Qualifications

• High school diploma required
• Administrative or office support experience preferred
• Strong organizational and computer skills

This role supports the mission of Saint Joseph Abbey and Seminary College by helping maintain safe and well\-functioning campus facilities.

This position description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position.

Pay: $15\.00 \- $20\.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person