Legal and Operations Administrative Assistant providing key support to the Operations Leader and General Counsel. Involved in legal documentation, contract administration, and administrative functions.
TS
Hybrid Administrative Assistant – Facilities Management
Posted 5 months ago
About the role
- Administrative Assistant providing clerical support and maintenance for Church facilities in Germany. Ensuring timely maintenance and administrative tasks for effective facility operations.
Responsibilities
- 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.
- 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.
- Preparing purchase requisitions, receiving 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.
- Preparing payment uploads; preparing financial reports, reviews purchasing card statements.
- Keeping track of all materials and services to see that they have been received or performed.
- Maintaining a follow-up file on back orders.
- Maintaining finance and Human Resource files.
- Satisfying federal tax information and requirements.
- Under the direction of the FM, communicates frequently with vendors, and contractors.
- Assisting with the establishment of vendors.
- May prepare contracts and verify insurance documentation.
- Maintaining computer databases: Purchase Orders, Work Orders, Preventive Maintenance Schedules, Employee; Facility records.
- Performing clerical/secretarial duties such as typing correspondence and reports; takes minutes at meetings if requested, entering computer data; maintaining files; answering telephones; handling in-coming and out-going mail; creating work orders; processing purchase requisitions and orders; attending required training meetings.
- Compiling, producing, and uploading or mails various reports to HQ or stake leaders.
- Managing office operations including: equipment function, supplies, administration filing, telephone messages etc.
Requirements
- Two years post high school education. Five years diverse clerical experience or equivalent demonstrating the following skills:
- Computer skills and experience including Windows, Microsoft Applications, and aptitude to learn other software applications as needed.
- 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.
Benefits
- Please note that this job posting may close at any time without prior notice. Find out more about the many benefits of Church Employment at https://careers.churchofjesuschrist.org.
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