Business Administrative Specialist

About the position

The incumbent shall perform the functions of a business administrative specialist supporting the JSL facilities including maintenance and is responsible for the following: Entering/processing purchase requisitions and purchase orders for indirect purchases, Expense reports for credit card reconcilements and executives, Finalize Check-in forms for onboarding employees, including assigning of office spaces, assets, and/or facility requirements, Reconcile credit card statements; work as a liaise with vendors, landlords, etc., Maintaining office supplies, coffee, and other facilities-related supplies, Provide general support to visitors and vendors, Create FedEx shipping labels and print postage stamps as requested, Handling Facilities related inquiries/complaints/issues, Responding to travel-related inquiries, Other projects as assigned. The selected individuals will be adept in the use of the Microsoft Office Suite and other software productivity tools and can work with minimal supervision while exercising good judgment, demonstrating flexibility and agility, prioritizing multiple tasks with competing deadlines, managing schedule conflicts, and providing excellent follow-through.

Responsibilities

• Entering/processing purchase requisitions and purchase orders for indirect purchases
• Expense reports for credit card reconcilements and executives
• Finalize Check-in forms for onboarding employees, including assigning of office spaces, assets, and/or facility requirements
• Reconcile credit card statements; work as a liaise with vendors, landlords, etc.
• Maintaining office supplies, coffee, and other facilities-related supplies
• Provide general support to visitors and vendors
• Create FedEx shipping labels and print postage stamps as requested
• Handling Facilities related inquiries/complaints/issues
• Responding to travel-related inquiries
• Other projects as assigned

Requirements

• Must be legally authorized to work in the United States without the need for employer sponsorship, now or at any time in the future
• Ability to obtain and maintain a U.S. Security Clearance level Secret
• High School Diploma or equivalent
• 3 or more years in coordinating, planning, tracking, and scheduling
• Strong written and verbal communication skills with the ability to clearly convey information and ideas to diverse audiences
• Microsoft Office (Office, Word, Excel, PowerPoint, Project, Access)

Nice-to-haves

• An active U.S. Security Clearance level Secret
• 3+ years’ technical knowledge in facilities or maintenance in a facilities role