Description
Summary of This Role
Provides skilled administrative assistance through a broad range of assignments in support of the facilities department and the company while planning and prioritizing schedules and calendars. Creates move tools for new hires and transfers. May generate purchase orders, work orders, change tickets, invoices, expense reports, and track expenses. Checks equipment for damages or needed repairs and tracks repair completion. Assists project managers with special needs or set ups for meetings, trainings, etc. Serves as primary contact or back up contact to primary contacts for specifically assigned tasks within facilities. May assist or head various research projects and provide results to management.
What Part Will You Play?
- Assists team members and some management with routine to moderately complex inquiries/issues to include checking space capacity, monitoring relocation approval, processing move tools and entering maintenance work orders for planned or emergency work requests. Monitors requests to ensure they are completed accurately in various systems.
- Collects and maintains facilities related purchase orders and invoices, reviews for accuracy. Creates purchase orders and obtains approval for the purchase of materials for maintenance or facility updating projects (i.e. furniture, wallpaper).
- Enters data into multiple systems (maintenance request system, move tool, SharePoint or other facilities systems). Maintains a database of corporate facilities real estate to include input of general lease information, space capacity, audio/visual equipment and furniture, and maintenance records. Generates routine to moderately complex reports from various systems on corporate real estate, space capacity, or request fulfillment time for a particular facility, for management review. Identifies potential efficiency opportunities and risks. Escalates complex issues, as needed.
What Are We Looking For in This Role?
Minimum Qualifications
- High School Diploma or Equivalent
- Typically Minimum 2 Years Relevant Exp
- General office/administrative
Preferred Qualifications
- Typically Minimum 2 Years Relevant Exp
- Space/facilities planning, project management, inventory & Corporate Security Policy
What Are Our Desired Skills and Capabilities?
- Skills / Knowledge - Has substantial understanding of the job and applies knowledge and skills to complete a wide range of tasks.
- Job Complexity - Works on assignments that are routine to moderately difficult, requiring some decision in resolving issues or in making recommendations.
- Supervision - Normally receives little instruction on daily work, general instructions on newly introduced assignments.
- Computer Skills - Microsoft Office and internal applications
