Facilities Administrative Assistant
|Employment Type:||Full Time|
|Description:||Provides clerical and administrative support in the Facilities areas (Maintenance, Grounds, Remodeling, Housekeeping/Laundry, Security) to ensure the most productive use of management staff. Provides particular clerical support to the Facilities Manager. Responsible for maintaining and supporting the Work Order line. Assists with administrative details related to timesheets, personnel functions, supply orders, record-keeping, and information gathering. |
|Duties:||•Assists with purchasing material for Facilities, under the general supervision of the Manager/Supervisors.|
•Contributes to the department’s professional image by using good judgment in verbal behavior, prioritizing, and decision-making. Requests guidance as needed.
•Assists Facilities management staff with record-keeping, data entry and report generation as requested.
•Locates copies or modifies forms as needed.
•Provides filing services to the Facilities Manager, as requested.
•Obtains, flags, and provides computer-generated reports, as directed by the Facilities Manager or Supervisors.
•Assigns general ledger numbers to invoices for products purchased by the departments in Facilities.
•Assist in obtaining information and preparing monthly departmental variance reports, as requested by the Facilities Manager.
•Assist in processes designed to ensure that employees’ actual paid and unpaid time are accurately communicated.
•Verify Facilities biweekly timesheets for accuracy and timeliness and initiate any modification needs.
•Add appropriate paid time off to payroll records.
•Process Payroll Status Change forms and verify accuracy.
•Provide HR administrative support to Facilities management staff as requested.
•Initiate performance evaluations to appropriate supervisor.
|Qualifications:||•High school graduate or the equivalent required; at least two years of college preferred.|
•At least two years experience working in positions that require thorough, accurate, and timely clerical functions.
•Ability to successfully handle several tasks simultaneously, tolerating interruptions and without losing details or obligations.
•Ability to work effectively and pleasantly with a variety of personalities and work styles.
•Ability to stay upbeat in the workplace, tolerating stress without becoming moody or irritable.
•Ability to communicate effectively in English, both written and oral, and with people from diverse backgrounds, always with good customer service skills.
•Proficient in Microsoft office products (Word, Excel, Publisher, PowerPoint and Outlook); must be able to quickly learn the computer systems used at Lakeview Village.
•Ability to handle confidential information appropriately.
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