Office Manager at HEIMPLANET with a focus on preparatory accounting. Role includes financial management, sales support, and process optimization in a hybrid work environment.
TS
Hybrid Administrative Assistant, Facilities Management – Temporary, Part-Time
Posted 4 months ago
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.
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