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DePelchin Children's Center · 2 days ago

Facilities Administrative Assistant

Houston, TX

Full-time

Onsite

Entry, Mid Level

2+ years exp

DePelchin Children's Center is dedicated to providing support services, and they are seeking a Facilities Administrative Assistant to provide administrative and clerical support to the Facilities and Plant Management Department. The role involves coordinating meetings, managing work orders and purchase orders, and ensuring efficient daily operations within the department.

AdviceChild CareHealth CareParenting

Responsibilities

Provide support to the Facilities and Plant Management Department

Coordinate all internal meeting room scheduling for the Memorial Campus buildings and manage the Meeting Room Manager software

Coordinate external meetings for outside groups, assisting with equipment set up and food service arrangements

Maintain and update vendor contact lists

Maintain record of all city, state, and municipal licenses, certificates, and permits; apply for renewals and coordinate required inspections in accordance with applicable codes

Access and manage work order system to assign, track and monitor Facilities work orders; coordinate emergency work orders with Director of Facilities and Plant Management; notify requestors of any delays

Assign and track Facilities purchase orders; maintain records of purchases and invoices; follow up on outstanding orders and match invoices with supporting documentation

Prepare invoices for approval by Director, Facilities and Plant Management; code to appropriate cost centers and accounts; submit invoices for SVP/CFO approval as required

Receive and process deliveries of Facilities material

Contact vendors for repairs when necessary

Coordinate project bids

Prepare monthly reports as requested

Provide general office support, including calendar management, photocopying, faxes, mail distribution and collection, answer phones, taking messages, and ordering and maintaining office supplies

Maintain a safe and organized work environment to ensure the safety of self and others

Qualification

MS OutlookMS WordNotary PublicOffice experienceMathematical skillsTelephone etiquetteOffice machines knowledgeCommunication skillsOrganizational skills