Hybrid Administrative Assistant, Facilities Management – Temporary, Part-Time

at The Church of Jesus Christ of Latter-day Saints

• Job title: Administrative Assistant, Facilities Management – Temporary, Part-Time
• Job type: Part Time
• Experience level: Mid level, Senior
• Salary: €857 - €1,071 per month
• Degree requirement: Associate's Degree
• Location requirements: Hybrid, Barcelona, Spain

About the role

• Providing administrative support for Facilities Management to maintain Church facilities in Barcelona, ensuring successful operations and member experiences.

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 and Human Resource files.
• Satisfies federal tax information and requirements.
• Under the direction of the FM, communicates frequently with vendors, contractors, and priesthood leaders.
• Assists with the establishment of vendors.
• May prepare contracts and verify insurance documentation.
• Maintains 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 HQ or stake leaders.
• Other duties as assigned by the Facility Manager.

Requirements

• Vocational studies or Associate Degree in Administration. 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, 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.
• **Spanish** native speaker level and **English (B2)** professional level are required, both written and spoken.

Benefits

• Please note that this job posting may close at any time without prior notice.