Administrative Assistant Facilities Management Department Frankfurt
Vor 4 Tagen
This position helps provide and maintain facilities which give Church members places where they can worship, teach, learn, pray together, make and renew covenants, and receive sacred ordinances. Each Church facility that is built and/or maintained should:
1) Provide a spiritual setting for members to worship, and
2) Present an image of reverence and dignity in the community.
This position assists the Facilities Manager to ensure timely maintenance to facilities using established processes and standards of maintenance, repair, and replacement and administrative support to a Facilities Management workgroup. This is a senior individual contributor support role.
- Prepares purchase requisitions, receives invoices and matches them to purchase orders, ensures accuracy and completeness; compliance to controls; monitors billed items to ensure that they are approved following established processes.
- Prepares payment uploads; prepares financial reports, reviews purchasing card statements.
- Keeps track of all materials and services to see that they have been received or performed.
- Maintains a follow-up file on back orders.
- Maintains finance and Human Resource files.
- Satisfies federal tax information and requirements.
- Under the direction of the FM, communicates frequently with vendors, and contractors.
- Assists with the establishment of vendors.
- May prepare contracts and verify insurance documentation.
- Maintains computer databases: Purchase Orders, Work Orders, Preventive Maintenance Schedules, Employee; Facility records.
- Performs clerical/secretarial duties such as typing correspondence and reports; takes minutes at meetings if requested, enters computer data; maintains files; answers telephones; handles in-coming and out-going mail; creates work orders; processes purchase requisitions and orders; attends required training meetings.
- Compiles, produces, and uploads or mails various reports to HQ or stake leaders.
- Manages office operations including: equipment function, supplies, administration filing, telephone messages etc.
- Other duties as assigned by management.
- Two years post high school education. Five years diverse clerical experience or equivalent demonstrating the following skills:
- Communications skills, including professional phone etiquette and effective business writing.
- Basic business accounting skills, including understanding of invoices, purchase orders, contracts.
- Organizational skills including filing, scheduling, time management and prioritization.
- Ability to communicate effectively and courteously with all individuals, including priesthood leaders
managers. fellow employees and vendors.
- Strong and proven customer service experience.
- **English**professional level is required, both written and spoken. Knowledge in other additional European language would be an advantage.
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