Sr. Administrative Assistant, Facilities

San Manuel Casinos•Highland, CA

4d•Onsite

About The Position

Under the direction of the Director, Facilities, and in collaboration with the Director of Environmental Services (EVS) and Horticulture, the Senior Administrative Assistant – Facilities supports the Facilities Department’s complex, project-driven administrative and operational needs. The role provides high-level support to Facilities leadership and coordinates with multiple departments to help ensure smooth administrative operations. It requires independent judgment, discretion, and initiative when planning and carrying out confidential, time-sensitive assignments. The position contributes to operational efficiency, departmental priorities, and effective organizational communication. The role supports department leadership, budgets, financial tracking, payroll and timekeeping, procurement, vendor contracts, records, and business documentation. It also manages office supplies and work orders, and plans employee recognition events and appreciation initiatives. The position is based primarily in a climate-controlled office, with travel to meetings, trade shows, conferences, and San Manuel properties. Evening, weekend, and holiday shifts may be required.

Requirements

High school diploma or GED required.
At least five years of related administrative experience required.
Proficiency in Microsoft Office applications, specifically Word, Outlook, PowerPoint, and Excel.
Knowledge of internet-based applications and web navigation tools, and ability to use and adapt to business software applications and systems.
Ability to work independently with a proactive, resourceful, and self-directed approach to responsibilities and problem solving.
Ability to work accurately and efficiently in a fast-paced, high-demand environment while managing competing priorities and deadlines.
Exceptional verbal and written communication skills, including strong spelling and grammar, and a professional presence in person, virtually, and by telephone.
Strong organizational, prioritization, planning, and time-management skills, including the ability to respond appropriately to time-sensitive situations.
Ability to travel for meetings, trade shows, conferences, and other work-related events.
Ability to meet the physical requirements of the position, including sedentary work, operating office machinery, and occasionally moving up to 40 pounds.
At the discretion of the San Manuel Tribal Gaming Commission, may be required to obtain and maintain a gaming license.

Nice To Haves

Associate’s degree in Business or a related field preferred.
Knowledge of financial reporting, budget administration, and expense management, with experience supporting financial tracking, analysis, and reporting preferred.

Responsibilities

Provide high-level administrative support to department leadership and help ensure smooth daily operations.
Maintain and safeguard confidential records and distribute communications to leadership, team members, and external vendors.
Coordinate annual operating budgets for multiple cost centers, including budget development; analyze General Ledger activity and year-over-year budgets; and explain financial variances.
Maintain asset inventory records, track additions and disposals, and lead the annual asset audit through resolution of discrepancies and outstanding items.
Manage employee timekeeping and payroll processes, including reviewing and approving time records, resolving discrepancies, maintaining compliance, and coordinating payroll activities.
Process quotes, proposals, and invoices; maintain budget tracking by logging requisitions and monitoring expenditures; and follow up with Procurement on order status and fulfillment.
Manage vendor service contracts, coordinate new and renewed agreements with Procurement and leadership, maintain contract records, and communicate upcoming expirations.
Prepare and process business documents, including memorandums, requisitions, contracts, single source justifications, work orders, asset acquisition forms, and presentations.
Manage departmental credit card programs, track transactions, submit receipts and weekly fuel logs, complete monthly reconciliations, and support compliance and timely payments.
Manage office supply inventory and procurement.
Initiate and track work orders and maintenance requests, provide status updates, and follow up on timely resolution.
Plan and execute employee recognition events and appreciation initiatives within budget, working with leadership to encourage engagement and participation.
Perform other duties as assigned to support efficient department operations.