Facilities Administrative Assistant

Shedd Aquarium•Chicago, IL

1d•Onsite

About The Position

This is a full-time Administrative Assistant position that provides administrative and office support to the Senior Vice President of Facilities and Security, Environmental Quality, Coral Reef II, Technology, Finance and Security Teams onsite at the main aquarium building and at the CACS. S/he is responsible for all procurement processes and procedures related to purchase orders and contracts. Timekeeping and processing of electronic payroll. Provides capital and operational budget tracking for the Facilities and Water Quality group. Maintains the organizational emergency contact lists for the Security team. Provides support to the Facilities team for the preventative maintenance and service desk systems. Supports schedule management for the Senior Vice President of Facilities. Provides general support to the Facilities Management Team and maintains an office environment.

Requirements

Minimum High School diploma required
3-5 years of work experience as an administrative assistant or related position.
Accurate typing skills.
Proficient in Microsoft Office tools.
Proficient in the use of FTP sites and other file share platforms.

Nice To Haves

Junior college degree or professional administration training preferred.

Responsibilities

Produces purchase orders, check requests, tracks invoices and expense reports.
Responsible for sending final approved purchase orders to vendors and contractors.
Work closely with Purchasing Director as updated purchasing information becomes available.
Request new vendor setup in purchasing portal (Intacct)
Maintains credit card purchases and monthly reconciliation of credit card purchases for Facilities, Water Quality, Technology Teams and Shedd Aquarium Vehicles #3 and #4
Produce detailed line-by-line purchase orders for Instant Ocean deliveries for the main aquarium building and the CACS
Produces monthly cleaning supplies purchase orders.
Coordinates with outsourced project managers on contracts and purchase orders to vendors that support their projects.
Produces purchase orders for Coral Reef II in Miami, Florida.
Coordinates with the Shipping and Receiving Clerk to log in checks received in the incoming mail to the accounting spreadsheet.
Reconciles bi-weekly timekeeping for Facilities and Water Quality Teams.
Prepares the sign-in time sheet for tracking work time, PTO, Floating Holidays, and Holidays for all pay periods.
Maintains PTO calendar and tracking of scheduled and unscheduled PTO use.
Submits e-time to Vice Presidents for approval.
Serves as an e-time backup to other Administrative Assistants when needed for PTO coverage.
Tracks all purchasing transactions by account code and maintains the monthly operating and capital spending spreadsheets.
Requests project numbers for new projects annually and when necessary during the year.
Track and maintain contract expirations.
Request new scope and cost from vendor for annual service contract renewals.
Assist with RFP process for renewal of existing and new contracts.
Assist with scheduling pre-bid meetings and walk-throughs.
Enters service agreement data in contract portal. (Ironclad)
Issues purchase orders referencing contracts.
Coordinates the quarterly update of the organization's emergency contact list and updates the Department’s file in SharePoint for preparedness for evacuation drills and other emergencies that may require muster reporting.
Support Preventive and Service Desk data management. (Brightly)
Files and organizes construction close-out documents.
Coordinates file transfers with contractors and owners' reps.
Scheduling and calendaring meetings.
Coordinates administrative requests.
File/maintain documents in SharePoint.
Make travel arrangements for Facilities and Water Quality Teams.
Maintain and update Facilities Org chart with headshots.
Coordinate onboarding of new employees, including setting up workstations, training documents, uniform orders, review of safety policies as well as purchasing procedures etc.
Orders all uniforms and PPE for all facilities staff.
Maintain an office environment
Distribute daily mail.
Order and maintain office supplies, etc.
Schedule meeting spaces and technology.
Support scheduling for F150 and Isuzu trucks usage.
Organize and order meals as needed for meetings and staff lunches.
Provides support to City and Lake Water usage reports and filing with each agency.
Engages in continuous training on the business-critical platforms-Intacct, ADP, MS Teams, SharePoint, Brightly, Ironclad, technology, and Evacuation Drills.
Coordinates with other administrators across the organization, identifying opportunities for increased efficiencies and smooth operations.
Orders and maintains Facilities safety supplies in coordination with the Security Team.