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Facilities Administrative Assistant

Company: Thanksgiving Point
Location: Lehi
Posted on: August 28, 2020

Job Description:

Thanksgiving Point Institute is a 501(c)(3) nonprofit farm, garden and museum complex that draws upon the natural world to cultivate transformative family learning.Position Summary: Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the Thanksgiving Point Institute Facilities office and Facilities field operations. Supports managers and employees through a variety of tasks related to organization, communication, scheduling, cost tracking and documentation. Ability to effectively communicate via phone, email, text and other communications technologies ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Familiar with a variety of the concepts, practices and procedures of building maintenance, cleaning, repairs and construction. May direct and lead the work of others. Responsible for confidential and time sensitive material. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Typically reports to the Facilities manager or Director of Facilities.Essential Functions* Receive and log all requests for facilities services/projects.* Keep all requesters informed with progress of their request.* Accounting responsibilities: supply staff P.O's; receive, code and return all invoices in a timely manner; prepare and reconcile online expense reports; receive, track and code all department invoices as they come in; communicate with vendors as necessary to ensure timely receipt and processing of invoices. Log all department accounting transactions; assist in cost management reporting with accurate ledger, coding and backup documentation.* Maintain asset histories thru Upkeep (CMMS work order management program) and NaVision (accounting program).* Monitor staff hours and submit for payroll.* Schedule special custodial assignments and other facilities related projects and needs. Coordinate with events team for equipment, set-up and janitorial needs.* Manages all vehicle back up keys* Receives data and prepares CUP report* Assist Facilities Manager/Director in scheduling repairs and maintenance.* Assist in developing and managing inventory and purchasing management processes for spare and replacement parts and supplies.* Provide general office support to department field personnel to assist with efficiency of operations.* Greet and assist visitors to the office. Answer and direct phone calls.* Accurate data entry and report preparation.* Occasionally pick up and deliver parts, materials and equipment* File and manage department documentation.* Ensure operation of equipment by tracking and completing preventive maintenance requirements: calling for repairs/inspections/licensing; shuttling vehicles for repairs/inspections/licensing, maintaining equipment inventory and maintenance records.* Oversee and supervise the work of junior staff or volunteers* Reply to email, telephone or face to face inquiries.* Schedule meetings, record meeting minutes, occasionally conduct meetings.* Other duties as assigned.Required Skills and Qualifications* Excellent communication skills both oral and written.* Must know Microsoft Excel and Word. Will train in Upkeep and NaVision.* Attention to detail and problem-solving skills.* Strong organizational and planning skills- able to create and follow process to ensure accuracy and efficiency.* Excellent time management skills and ability to prioritize work.* Handle sensitive information in a confidential manner* Prompt, professional and willing to contribute.* At least 2 years office management experience or similar.* Firm understanding of basic accounting principles.* Offer solutions to problems as often as possible.* Be a team player by being willing to take on tasks outside of regular duties for the benefit of the department and the company.* High school diploma or equivalent; college degree preferred

Keywords: Thanksgiving Point, Lehi , Facilities Administrative Assistant, Administration, Clerical , Lehi, Utah

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