Facilities Administrative Assistant

DePelchin Children’s Center•Houston, TX

1d•Onsite

About The Position

The Facilities Administrative Assistant provides administrative and clerical support to the Facilities and Plant Management Department, coordinating meetings, managing work orders and purchase orders, maintaining vendor and licensing records, processing invoices, and supporting daily departmental operations to ensure efficient facility services.

Requirements

High school diploma or equivalent.
Notary Public (May be obtained after hire)
Knowledge of general business practices.
Excellent computer skills with proficiency in MS Outlook and Word.
Possess good mathematical skills.
Effective telephone etiquette and communication skills.
Knowledge of office machines
Above average communication skills (verbal and written).
Ability to maintain professional, confidential work environment.
Ability to work with culturally diverse populations and work force.
Ability to Interact with staff with a service orientation.
Ability to stay organized while executing multiple projects.

Nice To Haves

Two (2) years’ office experience or experience as an administrative assistant.

Responsibilities

Provide support to the Facilities and Plant Management Department.
Coordinate all internal meeting room scheduling for the Memorial Campus buildings and manage the Meeting Room Manager software.
Coordinate external meetings for outside groups, assisting with equipment set up and food service arrangements.
Maintain and update vendor contact lists.
Maintain record of all city, state, and municipal licenses, certificates, and permits; apply for renewals and coordinate required inspections in accordance with applicable codes.
Access and manage work order system to assign, track and monitor Facilities work orders; coordinate emergency work orders with Director of Facilities and Plant Management; notify requestors of any delays.
Assign and track Facilities purchase orders; maintain records of purchases and invoices; follow up on outstanding orders and match invoices with supporting documentation.
Prepare invoices for approval by Director, Facilities and Plant Management; code to appropriate cost centers and accounts; submit invoices for SVP/CFO approval as required.
Receive and process deliveries of Facilities material.
Contact vendors for repairs when necessary.
Coordinate project bids.
Prepare monthly reports as requested.
Provide general office support, including calendar management, photocopying, faxes, mail distribution and collection, answer phones, taking messages, and ordering and maintaining office supplies..
Maintain a safe and organized work environment to ensure the safety of self and others.