Facilities and Farm Administrative Assistant
POSITION OVERVIEW
Rooted in History, Planting Seeds for the Future - Los Poblanos is a family-owned and managed business located on a historic farm estate with historically significant architecture, organic farming and a dynamic mix of businesses that support its mission. Hospitality, good design, and sustainability are the threads that tie all the businesses together, including boutique lodging, private events, a field-to-fork restaurant, retail and production of our own branded lavender body products, artisan food products and distilled spirits. While still run by a small, dedicated team of managers and directors, Los Poblanos is well poised to become an internationally recognized brand and destination place.
The Facilities and Farm Administrative Assistant will provide comprehensive administrative support to the Facilities Manager and the Farm Manager, with a focus on facilitating the operational success of both departments by coordinating facility-related tasks, and assisting with various projects to maintain a safe, functional, and well-maintained work environment. The ideal candidate will have excellent organizational and communication skills and facilities/maintenance knowledge and experience.
Position Type: Full time
Key Responsibilities
- Collaborate with Facilities and Farm Managers and teams to ensure efficient department operations
- Become HotSOS property expert, maintaining equipment list and assigning work orders to teams
- Ensure timely receipt of vendors invoices and track payment status
- Support in ordering, organization, and inventory of Facilities and Farm & Landscape supplies
- Manage calendars for Facilities and Farm Managers, acting as the point person for scheduling
- Help to manage routine preventative maintenance and repair schedules for buildings and equipment, working with department managers to coordinate access
- Assist with all aspects of project management for special projects, including scope, resource allocation, timelines, and financials
- Participate in meetings: prepare agendas, keep time, take notes, and distribute action items
- Maintain accurate records of department budgets and expenses
- Generate reports and summaries for internal stakeholders
- Maintain accurate records of planting schedules, crop yields, and other Farm-related data
- Assist in maintaining landscaping standards, including lighting and planting in guest and public areas
- Support the Facilities Manager in the implementation of safety and security protocols
- Ensure Facilities and Farm are up-to-date and compliant with relevant regulations, certifications, and licenses
Requirements:
- High school diploma, additional relevant education or certifications are a plus
- Facilities, maintenance, and basic mechanical knowledge are an advantage
- Skilled in effective communication with internal and external customers
- Ability to organize documentation, schedules, and resources efficiently
- Detail- and task-oriented, proactive, driven to resolve issues
- High proficiency in MS Office (Outlook, Excel, Word)
- Experience with facilities management and/or project management software is preferred
- Capable of lifting up to 50 pounds when required
- Valid driver’s license, subject to MVR background check
- This position primarily operates in an office environment but may require occasional participation in facility inspections or site visits.
- Regular working hours may vary depending on business needs, with occasional evening or weekend work required for special projects or events.
- Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
- Ability to adapt to changing priorities and work effectively in a fast-paced environment.
- A positive attitude and willingness to learn and grow in the role
This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time.