Facilities Administrative Coordinator

LAIKA•Hillsboro, OR

1d•Onsite

About The Position

The Facilities Administrative Coordinator is responsible for supporting the LAIKA Facilities Maintenance department on a variety of administrative functions within the department including assisting with accounting and budgeting related duties and serving as a liaison between studio departments as well as external vendors.

Requirements

2+ years' experience in an office environment; Operations and/or Facilities experience preferred.
Basic knowledge of accounting and budgeting principles.
Strong proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook).
Strong customer service or coordination experience.
Excellent communication and interpersonal skills.
Ability to analyze information and demonstrate critical thinking.

Nice To Haves

Experience with project management, a plus.

Responsibilities

Provide administrative support to Facilities Maintenance department including scheduling meetings, preparing reports, and managing correspondence.
Assist with managing and tracking vendor files for all Facilities department business documents.
Collaborate with Facilities Program Manager to assist with certificates of insurance, billing, and invoicing for facilities-related expenses; review invoices for accuracy and resolve discrepancies with vendors, as necessary.
Assist with billing reports and budget tracking of facilities expenditures. Process financial reports, coding, and P-cards.
Serve as a point of contact for Facilities Maintenance-related inquiries and requests, and communicate effectively with internal stakeholders regarding facility updates and maintenance schedules.
Document all facilities-related activities including repairs, inspections, and expenditures.
Schedule and attend various departmental events, trainings, and team-building activities including documentation and tracking action items, as needed.
Support department projects and initiatives, as needed.
Monitor maintenance team training.
Audit maintenance procedures.