Administrative Assistant, Facilities
About The Position
Under the guidance of the Director, Facilities, the Administrative Assistant provides administrative support to the Facilities and Environmental Services (EVS) Departments and assists with the day-to-day operations needed for efficient departmental functioning. The role uses independent judgment and initiative to plan, coordinate, and organize confidential and time-sensitive administrative assignments. The position carries out daily office functions; processes quotes, proposals, invoices, requisitions, and service contracts; tracks expenditures and pending orders; coordinates with Procurement and vendors; supports Department Directors with meeting notes and updates; and assists with service requests and office inventory. Other duties may be assigned to support efficient department operations. The primary work environment is a climate-controlled office. The role requires travel to meetings, trade shows, and conferences, and may involve evening, weekend, and holiday shifts. It is a fast-paced, high-demand role involving extended periods of sitting, walking, and standing, routine computer and office-equipment use, and occasional lifting of up to 40 pounds. Exposure to fumes or airborne particles, including secondhand smoke, may occur. Reasonable accommodation will be made in compliance with applicable law.
Requirements
- High School Diploma or GED.
- At least two years of related administrative experience.
- Demonstrated knowledge of Microsoft Office Suite applications, including Word, Outlook, PowerPoint, and Excel.
- Knowledge of internet-based applications and web navigation tools, and ability to learn and use business software systems.
- Ability to work independently with initiative and minimal supervision.
- Ability to work efficiently in a fast-paced, high-volume environment while managing competing priorities and maintaining accuracy and attention to detail.
- Professional verbal and written communication skills, including spelling, grammar, and interpersonal abilities.
- Knowledge of confidentiality principles and sound judgment when handling sensitive information, including financial, personnel, and departmental records.
- May be required, at the discretion of the San Manuel Tribal Gaming Commission, to obtain and maintain a gaming license.
- No driver's license or insurance is required for this role.
Responsibilities
- Carry out day-to-day office administrative functions, including record keeping, copying, filing, organizing, scheduling, document development, and answering and directing phones.
- Coordinate communications and distribute information to management, department personnel, and vendors.
- Handle confidential information with discretion, including credit card information and personnel and department data.
- Process quotes, proposals, and invoices for orders and services.
- Track department expenditures by logging requisitions into the budget ledger and monitor pending orders, following up with Procurement as needed.
- Liaise with Procurement to execute service contracts, agreements, and purchases.
- Contact vendors to schedule and follow up on service requests.
- Support Department Directors by taking meeting notes and providing updates on procurement status, budget variances, and other requested items.
- Assist with timely service repair requests involving other departments.
- Maintain office inventory and purchase additional supplies as directed.
- Perform other duties as assigned to support efficient department operations.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
