Assistant Facilities Manager

Job Description

This position is responsible for providing administrative/clerical support to the assigned department. The role is responsible for assisting with day-to-day functions of the assigned department and for performing a variety of administrative support tasks.

Essential Duties and Responsibilities

• Creates requisitions in Oracle for materials and services as requested by Management

• Maintains and follows up on the full purchase order cycle by tracking delivery, following up with vendors and filing of all completed Material Request Forms and invoices

• Helps assist with the on boarding of new employees. This includes, ensuring new hires are setup for their driving course, uniforms ordered etc.

• Maintains employee records in SharePoint and updates when necessary

• Helps obtain new suppliers and acts as a point person for existing suppliers and contractors • Updates the Department Managers and requesters on requisition and purchase order status on a weekly basis

• Tracks information on spreadsheets and/or other task management software and databases • Provides additional office support such as research, organizing documents, filing, scanning, and mailing • Helps coordinate and plan department and division meetings when necessary

• Assists the Office Coordinator with department projects and timelines as necessary

• Compiles and distributes all invoices for the executives once approved by the Executive Director

• Meets with the Office Manager weekly to address any concerns or questions within employee relations

• Manages the ADP account for the department by ensuring compliance in daily punches, processes sick/vacation requests and approving timecards at the end of the pay period