Job Description

PRIMARY PURPOSE:

Provide internal support services to all employees and direct support to facilities management team. Perform various clerical, administrative and general office duties involving report writing, word processing, invoice coding and tracking, file and records management, budgetary tracking, and telephone and reception desk duties. Perform analysis of statements, invoices and prepare spreadsheets and reports as requested.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Administer day-to-day general facility office operations.
Answer Facilities phone calls and emails and provide follow up action as needed.
Process Facilities invoices – Submit invoices in AP system, log, trouble shoot discrepancies, research in PAWS and prepare aging reports.
Preparation of standard monthly tracking tools.
Order copy paper and supplies.
Provide switchboard and reception desk duties.
Monitor new hire and separation processes to ensure proper and timely handling of Facilities tasks associated with these.
Process new hires and separations by entering work tickets and access cards.
Check in/out all types of visitors.
Monitor Facilities work ticket system to assign tickets and ensure timely completion of tickets.
Prepare request for services and Vendor set up forms.
Assist in project and event coordination.
Back up duties for mailroom.
Back up duties for supervisor.
Assist with other Facilities tasks as required.

Position Requirements

MINIMUM REQUIREMENTS:

EDUCATION:

High school diploma and/or 3 years related experience in Facilities.

EXPERIENCE / SPECIFIC KNOWLEDGE:

Minimum 3 years direct work experience detailing progressively responsible administrative responsibilities.

COMPETENCIES, SKILLS, AND ABILITIES:

Intermediate proficiency with Microsoft applications (including but not limited to Word, Excel, Outlook, and PowerPoint) for the purpose of word processing, spreadsheets and information retrieval.
Must possess and regularly demonstrate excellent communication and customer service skills.
Ability to organize and prioritize daily work and maintain confidentiality.
Excellent communication and customer service skills.
Complete work in an accurate, organized and prioritized manner.
Deal with a wide variety of people with tact, courtesy and professionalism.
Speak clearly, both in person and by telephone, using a high level of verbal and listening skills.
Maintain a regular, dependable attendance, and high level of performance.
Maintain a high regard for personal safety, for the safety of company assets and employees, and the general public.
Ability to write routine reports and correspondence.
Ability to work with a team, take direction from supervisor(s), focus attention on details, follow work rules and adhere to established work schedules.
Must possess and always demonstrate a professional attitude and appearance, and a positive disposition.
Ability to successfully perform multiple-tasks with strict deadlines.
The successful candidate will be required to clear a drug screen and a complete background check, including credit report, after an offer has been extended and prior to being employed.

SUPERVISORY RESPONSIBILITY:

None

PREFERRED EDUCATION, EXPERIENCE, CERTIFICATIONS, COMPETENCIES, SKILLS, AND ABILITIES:

Above the minimum requirements; not required but advantageous in this position:

Progressively responsible administrative responsibilities, specific to property management or facilities management field, is highly desirable.
Some college preferred.