Administrative Assistant Facilities Management| Frankfurt (Germany) |Temporary, 12 Months (Full-Time, 40 Hours/Week) at Church of Jesus Christ of Latter-day Saints

Overview

This position helps provide and maintain facilities which give Church members places where they can worship, teach, learn, pray together, make and renew covenants, and receive sacred ordinances

Role

This position helps provide and maintain facilities which give Church members places where they can worship, teach, learn, pray together, make and renew covenants, and receive sacred ordinances. Each Church facility that is built and/or maintained should:

1) Provide a spiritual setting for members to worship, and

2) Present an image of reverence and dignity in the community.

This position assists the Facilities Manager to ensure timely maintenance to facilities using established processes and standards of maintenance, repair, and replacement and administrative support to a Facilities Management workgroup. This is a senior individual contributor support role.

Responsibilities

• Prepares purchase requisitions, receives invoices and matches them to purchase orders, ensures accuracy and completeness; compliance to controls; monitors billed items to ensure that they are approved following established processes.
• Prepares payment uploads; prepares financial reports, reviews purchasing card statements.
  Keeps track of all materials and services to see that they have been received or performed.
  Maintains a follow-up file on back orders.
• Maintains finance files.
• Under the direction of the FM, communicates frequently with vendors, and contractors.
• Assists with the establishment of vendors.
• May prepare contracts and verify insurance documentation.
• Maintains and creates computer databases: Purchase Orders, Work Orders, Preventive Maintenance Schedules, Employee; Facility records.
• Performs clerical/secretarial duties such as typing correspondence and reports; takes minutes at meetings if requested, enters computer data; maintains files; answers telephones; handles in-coming and out-going mail; creates work orders; processes purchase requisitions and orders; attends required training meetings.
• Compiles, produces, and uploads or mails various reports to the area office or internal customers.
• Manages office operations including: equipment function, supplies, administration filing, telephone messages etc.
• Other duties as assigned by the Facility Manager.

Requirements

• Two years post high school education. Five years diverse clerical experience or equivalent demonstrating the following skills: Computer skills and experience including Windows, Microsoft Applications, and aptitude to learn other software applications as needed.
• Communications skills, including professional phone etiquette and effective business writing.
• Basic business accounting skills, including understanding of invoices, purchase orders, and contracts.
• Organizational skills including filing, scheduling, time management and prioritization.
• Ability to communicate effectively and courteously with all individuals, including priesthood leaders
  managers, fellow employees and vendors.
• Strong and proven customer service experience.
• German and English professional level is required, written and spoken.