Responsible for providing a variety of administrative functions and support to the Facilities Department and related departments. Maintains departmental records, logs, and files, answers and directs telephone calls and questions, and prepares reports and correspondence. Maintains professional relations with vendors, suppliers, and outside contractors. Maintains facility keys, assists with basic, related accounting duties as required, and completes miscellaneous projects as assigned.
1. Assumes responsibility for the effective performance of all assigned secretarial and clerical functions.
a. Oversee and coordinate the general maintenance activities of common areas, meeting rooms, pantries mechanical systems and pantry supplies, stocking and upkeep.
b. Prepares and maintains selected reports and documents for the Department. Responsible for scheduling, tracking and recording repairs and maintaining records of facility needs, requirements and upgrades
c. Orders and picks up keys for building doors, filing cabinets, drawers, etc. Schedules appointments to change locks as necessary.
d. Generates and tracks work orders and purchase orders as requested by departments. Enters work order information into computer system. Submits purchase orders to Accounting.
e. Obtains bids and quotes from various vendors in accordance with work order directions and established policies and procedures.
f. Calls for maintenance on vending machines, copiers, and miscellaneous equipment.
g. Completes monthly inventory of janitorial paper supplies, cleaning solutions, etc. Reorders supplies as needed.
h. Performs miscellaneous accounting functions. Accounts for expenditures acquired on each work order or job. Logs and processes all payments made throughout the Facilities Department.
i. Ensures that established purchasing policies and procedures are followed.
2. Assumes responsibility for establishing and maintaining effective, professional business relations with vendors and service providers.
a. Resolves requests, questions, and problems promptly.
b. Assists with bidding and vendor selection.
c. Maintains the Company's professional reputation.
3. Assumes responsibility for establishing and maintaining effective coordination and working relationships with Company personnel and with management.
a. Assists and supports personnel as needed.
b. Keeps the Facilities Manager informed of area activities and of any significant problems.
c. Attends and participates in meetings as required.
4. Assumes responsibility for related duties as required or assigned.
a. Ensures that work area is clean, secure, and well maintained.
b. Completes special projects as assigned.
c. Assists in ADA and OSHA reviews as requested.
Experience Required : One to two years of related experience preferred.
Skills/Abilities : Strong interpersonal, communications, and public relations skills.
Well organized and attentive to detail.
Excellent typing skills and able to operate related computer applications.
Good math skills.
Able to operate related computer programs effectively.
Able to operate related business machines including 10-key, fax, and telephone.
High School Degree or equivalent preferred.
Audible is an equal opportunity employer
Amazon.com - 15 months ago