Wellness Center Administrative Assistant

Organization

Palmer Home provides superior care for children while introducing the love of God through our service to each individual child.

Position Summary

Reporting to the Facilities & Wellness Center Manager, the Wellness Center Administrative Assistant provides administrative and operational support across Palmer Home’s Operations team, primarily handling reception, Wellness Center coordination, and operational coordination. This position serves as a shared resource for the team, coordinating facility scheduling, work orders, vendor communications, purchasing, inventory, fleet records, operational documentation, and special projects. The Wellness Center Administrative Assistant helps maintain a welcoming, organized, and efficient environment while supporting Palmer Home's day-to-day operational needs and priorities.

Key Responsibilities

Reception & Guest Experience

• Serve as the first point of contact for visitors, donors, volunteers, vendors, and guests, providing a welcoming and professional experience.
• Answer and direct incoming phone calls promptly and courteously.
• Receive, sort, and distribute incoming mail and packages.
• Maintain an organized, welcoming, and professional reception area.
• Assist with campus tours and direct visitors to appropriate staff members.
• Coordinate visitor badges, deliveries, and building access procedures as assigned.

Wellness Center Operations

• Coordinate the Wellness Center calendar, room reservations, and facility scheduling for meetings, trainings, community events, and organizational gatherings.
• Assist in preparing meeting rooms and coordinating room setup requests with the facilities team.
• Ensure meeting spaces remain clean, organized, stocked, and operationally ready.
• Assist with event logistics and operational support for campus meetings and special events.
• Coordinate volunteers and service groups by communicating arrival information, preparing materials, and directing them to appropriate campus contacts.

Facilities & Operational Coordination

• Provide administrative and project support to the Facilities & Wellness Center Manager and broader Operations team as priorities and needs arise.
• Monitor eSPACE work orders, ensuring requests are appropriately assigned, tracked, followed up on, and closed in a timely manner.
• Assist with vendor scheduling, service appointments, estimates, preventive maintenance activities, and recurring facility inspections.
• Maintain facility and vendor records, including contracts, warranties, manuals, service documentation, and other operational files.
• Prepare and maintain operational reports and assist with budget tracking, purchasing documentation, and invoice routing.
• Coordinate operational requests and communicate status updates to staff as appropriate.

Purchasing, Inventory & Fleet Support

• Assist with purchasing, receiving, inventory, and distribution of maintenance, office, and Wellness Center supplies and operational equipment.
• Maintain fleet administrative records, including maintenance schedules, registrations, inspections, and service appointments.
• Maintain accurate records related to operational assets and equipment.

Qualifications

Education & Experience

• Associate degree in Business Administration, Office Administration, Operations, or related field preferred.
• Minimum two years of administrative, office coordination, operations support, or customer service experience required.
• Experience supporting facilities, operations, or project coordination preferred.

Skills & Competencies

• Excellent organizational and time management skills.
• Strong customer service and interpersonal skills.
• Ability to manage multiple priorities with attention to detail.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and cloud-based business systems.
• Ability to quickly learn facilities and operational software such as eSPACE.
• Strong problem-solving skills and initiative.
• Ability to work independently while collaborating across departments.
• Professional judgment and discretion when interacting with visitors, vendors, and staff.

Position Details

Status: Full-time, hourly non-exempt, benefits eligible

Location: On site

Palmer Home for Children is committed to maintaining a workplace and culture that reflects dignity, respect, belonging, and compassion for all people. Job descriptions and employment practices will use inclusive language and demonstrate our commitment to equity, diversity, and inclusion, aligned with our mission, values, and Whole Child Initiative approach. We strive to ensure language is trauma-informed and sensitive to the cultural, socioeconomic, and lived experiences of the children, families, and communities we serve. Through a relationship-centered model of care, we seek to create environments where children, families, and staff feel safe, valued, and supported. To support continued alignment with best practices, organizational needs, and accreditation standards, job descriptions will be reviewed and updated regularly.