Hybrid Administrative Assistant – Facilities Management

at The Church of Jesus Christ of Latter-day Saints

• Job title: Administrative Assistant – Facilities Management
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: €3,716 - €4,645 per month
• Degree requirement: Associate's Degree
• Location requirements: Hybrid, Frankfurt, Germany

About the role

• Administrative Assistant providing clerical support and maintenance for Church facilities in Germany. Ensuring timely maintenance and administrative tasks for effective facility operations.

Responsibilities

• 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.
• 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.
• Preparing purchase requisitions, receiving 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.
• Preparing payment uploads; preparing financial reports, reviews purchasing card statements.
• Keeping track of all materials and services to see that they have been received or performed.
• Maintaining a follow-up file on back orders.
• Maintaining finance and Human Resource files.
• Satisfying federal tax information and requirements.
• Under the direction of the FM, communicates frequently with vendors, and contractors.
• Assisting with the establishment of vendors.
• May prepare contracts and verify insurance documentation.
• Maintaining computer databases: Purchase Orders, Work Orders, Preventive Maintenance Schedules, Employee; Facility records.
• Performing clerical/secretarial duties such as typing correspondence and reports; takes minutes at meetings if requested, entering computer data; maintaining files; answering telephones; handling in-coming and out-going mail; creating work orders; processing purchase requisitions and orders; attending required training meetings.
• Compiling, producing, and uploading or mails various reports to HQ or stake leaders.
• Managing office operations including: equipment function, supplies, administration filing, telephone messages etc.

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, 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.
• English professional level is required, both written and spoken. Knowledge in other additional European language would be an advantage.

Benefits

• Please note that this job posting may close at any time without prior notice. Find out more about the many benefits of Church Employment at https://careers.churchofjesuschrist.org.