This position provides essential administrative and operational support to the Corporate Facilities Department and serves as a key support resource for the Department Head. This role assists with day-to-day coordination, documentation, scheduling, and communication to ensure the department operates smoothly and the Department Head is supported in managing priorities and deadlines. Responsibilities include managing schedules, preparing documents and communications, policy and process manual development, expense and budget management.

QUALIFICATIONS

• Two years of college course work (preferably in business or related field) or equivalent administrative support training required

• At least five years administrative support and customer service experience in a fast-paced environment; corporate facilities or hospitality environment preferred but not required

• Prior purchasing experience / Vendor management experience preferred

• Advanced proficiency with Microsoft Office 365 including Excel, PowerPoint, Word and other office software including automated calendaring

• Excellent communication skills, verbal and written including demonstrated writing ability

• Excellent organizational skills, follow-up and attention to details required; being able to juggle several projects at once

• Strong data management skills with ability to complete basic data analysis

• Able to work independently, proactively, manage multiple priorities and complete necessary tasks without consistent supervision

• Proven ability to compile large amounts of information and organize into logical format

• Deadline oriented with proven ability to multitask and adjust priorities quickly in a fast-paced environment

• Ability to interact with various clients, vendors and groups effectively presenting information

• Valid driver's license with a good driving record

• Able to safely operate a utility vehicle such as, but not limited to, golf carts, utility carts, and shuttle carts

RESPONSIBILITIES/DUTIES

• Assist department leadership in implementing internal and external department activities including but not limited to communications, scheduling, expense management, budget and projects.
• Responsible for department reporting; including creating and maintaining department dashboards
• Perform administrative work, including frequent high-level clerical work organizing, scheduling, coordinating, researching, compiling and exchanging (and sometimes analyzing) information.
• Maintain departmental calendars, shared drives, and records.
• Process, allocate and reconcile department vendor and/or designated employees' expenses following company procedures through Concur.
• Process SOWs, MSA signature process for department. Handle department invoices and purchase orders; process appropriately, which may include obtaining supporting documentation as necessary per policy.
• Support onboarding logistics for new team members, including preparing materials, coordinating access need and uniform/PPE ordering as requested.
• Prepare and format documents, presentations, and reports for leadership review including data entry and maintaining department dashboards.
• Develop, maintain and update department manuals, lookbooks, standard operating procedures, electronic communications (Workvivo), and other department documents, communications and sites as directed.
• Lead, track and provide support for all departmental and tenant onboarding and offboarding
• Handle sensitive and confidential information with discretion.
• Complete research projects using industry and appropriate resources as needed.
• Special projects and other duties as assigned.