Administrative Assistant Facilities Management| Frankfurt (Germany) |Temporary, 12 Months (Full[...]

Administrative Assistant Facilities Management

Frankfurt am Main, Hessen, Germany (Hybrid)

To meet the needs of the Church, we seek to build teams that represent the diverse perspectives, broad life experiences and backgrounds of our global Church membership. With that in mind, we encourage all qualified applicants to apply.

Job Description

This position helps provide and maintain facilities that give Church members places where they can worship, teach, learn, pray together, make and renew covenants, and receive sacred ordinances. Each Church facility that is built and/or maintained should:

• Provide a spiritual setting for members to worship.
• Present an image of reverence and dignity in the community.

This position assists the Facilities Manager to ensure timely maintenance of facilities using established processes and standards of maintenance, repair, and replacement and provides administrative support to a Facilities Management workgroup. This is a senior individual contributor support role.

Responsibilities

• Prepare purchase requisitions, receive invoices, match them to purchase orders, ensure accuracy and completeness; ensure compliance with controls; monitor billed items to ensure they are approved following established processes.
• Prepare payment uploads; prepare financial reports; review purchasing card statements; track all materials and services to confirm receipt or performance; maintain a follow-up file on back orders.
• Maintain finance files.
• Under the direction of the FM, communicate frequently with vendors and contractors.
• Assist with vendor establishment.
• May prepare contracts and verify insurance documentation.
• Maintain and create computer databases: Purchase Orders, Work Orders, Preventive Maintenance Schedules, Employee and Facility records.
• Perform clerical/secretarial duties such as typing correspondence and reports; take minutes at meetings if requested; enter computer data; maintain files; answer telephones; handle incoming and outgoing mail; create work orders; process purchase requisitions and orders; attend required training meetings.
• Compile, produce, and upload or mail various reports to the area office or internal customers.
• Manage office operations, including equipment function, supplies, administration filing, telephone messages, etc.
• Other duties as assigned by the Facility Manager.

Qualifications

• Two years post high school education. Five years of diverse clerical experience or equivalent demonstrating the following skills: computer skills and experience including Windows and Microsoft Applications, and aptitude to learn other software applications as needed.
• Communication skills, including professional phone etiquette and effective business writing.
• Basic business accounting skills, including understanding of invoices, purchase orders, and 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.
• German and English professional level is required, written and spoken.

Minimum Salary: 3,850.00€ Gross Monthly Salary

Maximum Salary: 4,800.00€ Gross Monthly Salary