Administrative Assistant
Knowledge Learning Corporation (Dallas, Texas)

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JOB DESCRIPTION

Job Title: Administrative Assistant

Department: Facilities Management

Reports To: Regional Facilities Manager

Job Summary:

To provide administrative support to the Regional Facilities Manager by responding to internal customers on the phone and in person, creating and coordinating projects in a computerized project management system, coordinating invoice payments, coordinating technician schedules, coordinating hiring and time and attendance record keeping, and performing a variety of general clerical duties

Job Responsibilities:

Essential Functions:

• Answer incoming telephone calls and direct callers to the appropriate people and resources

• Relay messages to Maintenance Technicians, Center Directors, and the Regional Facilities Manager

• Maintain and submit weekly payroll records for Maintenance Technicians

• Coordinate Maintenance Technician schedules as directed by the Regional Facilities Manager

• Coordinate projects in the Ultramain Project Management system (input project, send to bid, award project, and track)

• Coordinate the resolution of Licensing issues as directed by the Regional Facilities Manager

• Coordinates travel plans as requested by supervisor(s)

• Order and maintain office supplies

• Interact with contractors and vendors to research and resolve invoicing issues

• Prepare invoices for submission to the Accounts Payable Department

• Connect Center Directors with the appropriate resources to help them solve urgent facility-related problems

• Maintain office files

• Perform miscellaneous office duties including, but not limited to, preparing mailings,

Non-essential Functions:

• Prepare and track surveys and reports using filing systems and computerized spreadsheets

• Generate reports

• Manage inventory (office supplies and equipment)

Adaptability Requirements: Moderate-Position requires a moderate degree of adaptability.

Working Conditions: Not highly mobile: essentially sitting while working on a personal computer. Light lifting required.

Experience and Education:

• Minimum of two years experience performing general clerical and office support duties

• High School education is required

• Telephone reception experience desired

Knowledge, Skills, and Abilities:

• Proficiency with a desktop computer is required. Proficiency with Microsoft Word and Excel strongly desired

• Demonstrated ability to work with a variety of internal and external contacts in a positive and professional manner

• Demonstrated ability to solve problems and prioritize issues requiring response in order of importance and level of urgency

• Some light lifting required

• Demonstrated ability to work independently with little or no on-site supervision

• Previous experience in a construction or facilities management related business is helpful

We offer a comprehensive benefits package, childcare discount and more! To apply for this position, please click the Apply Now button. To see a list of all of our current openings, please visit our website at http://knowledgelearning.careers.monster.com. Knowledge Learning Corporation is proud to be an Equal Opportunity Employer.

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