Administrative Assistant - Facilities

Linde•Tonawanda, NY

20d•Onsite

About The Position

Under limited supervision, provides administrative, operational, and facilities support for the Linde Technology Center. Serves as a key point of contact for employees, vendors, contractors, and visitors while ensuring efficient office operations and supporting facility-related processes.

Requirements

High school diploma or GED equivalent
Minimum 3 years office experience
Skilled in Microsoft Office applications
Ability to handle multiple tasks with a minimum of direction.
Sound judgement and a high level of work ethic.
Strong interpersonal skills and the ability to function as a team member in a demanding service environment

Responsibilities

Serve as a central point of contact for Help desk requests inquiries through in-person, phone, and email communications.
Coordinate general office operations, including conference room scheduling, office moves, mail distribution, office supply management, and document retention.
Maintain organizational information, directories, emergency contact lists, communication boards, and other site resources.
Support employee-related administrative activities and distribute company communications as needed.
Receive, track, and coordinate facility service requests through work order management systems.
Maintain facility records, equipment information, preventive maintenance schedules, and related documentation.
Generate reports for management as needed.
Process purchase orders and invoices in accordance with company procedures.
Review documentation for accuracy and completeness and coordinate resolution of discrepancies with vendors and internal stakeholders.
Maintain purchasing and payment records and respond to vendor inquiries regarding orders and payments.
Support onboarding and maintenance of vendor information, ensuring required documentation is collected and retained.
Assist with administration of service agreements, contract renewals, and related records.
Maintain vendor, contract, insurance, and compliance documentation.
Coordinate mail, shipping, postage, and related site services activities.
Maintain required records, authorizations, and reconciliations associated with postal and shipping operations.
Support site resource management, including office equipment, facility supplies, and company vehicles.
Maintain safety-related documentation, manuals, training records, and compliance files.
Assist with administration of contractor safety requirements and site safety programs.
Prepare and maintain recurring operational, facility, and administrative reports.
Ensure accurate recordkeeping and document retention in accordance with company policies and regulatory requirements.
Support audits, inspections, and information requests as needed.