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Administrative Assistant to Facilities

31 Oct Administrative Assistant to Facilities

Hours & Schedule

40 hours per week | Monday - Thursday 9:00am-5:00pm, Fridays 9:00am-1:00pm

Overall Responsibilities

Support the Facility Director and facilities team administratively and logistically

Specific Responsibilities - Click for more information

  • Prepare, proof and edit documents and correspondence to ensure accuracy.
  • Create and maintain a variety of databases, spreadsheets and reports in order to capture and manipulate data for ministry and leadership teams.
  • Prepare, coordinate and organize meetings as required to include room reservations, notification to members and attendees, and distribution of meeting materials and minutes.
  • Prepare and process monthly expense reports.
  • Manage the key system to include the key log, key cabinet and fob systems.
  • Resolves a variety of issues from internal staff and/or contractors/vendors in order to maximize the efficiency of the facilities operations.
  • Follow-up on a variety of special assignments, projects, and related matters in order to ensure assignments, projects and tasks are completed in a timely manner and/or by the established deadline.
  • Communications Hub for Facilities
    1. Receive emails regarding new work, status of work to be done, and interaction with vendors for Facilities and Grace Staff
    2. Route jobs submitted to Facilities to the appropriate staff person
    3. Notify staff when packages arrive for them or facilitate the delivery of those packages
  • Office worker
    1. Order furniture for buildings with direction from Business Manager and Facilities Director
    2. Work on improvements in the online flow of how we are structured to ensure we have the right information to make decisions as we move forward as a team.
    3. Keep a master calendar for all construction, staff vacations, large projects, so we can coordinate efforts well.
    4. Keep an accounting of all access control fobs for every campus, issue them at the request of ministry leads, and coordinate the scheduling of the doors for each campus.
  • Maintain accurate accounting of all campus utilities, specifically consumption and cost.
  • Maintain accurate accounting of inventory; Place inventory orders as necessary.
  • Maintain an accurate list of vehicles and drivers; Ensure all taxes, insurance, and registration renewals are paid and up to date at all times.
  • When needed, attend meetings with staff, vendors, etc. in place of Business Manager and/or Facilities Director in the event they cannot attend.

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