Administrative Assistant Facilities Management Department | Elche (Spain) | Temporary, 6 Months[...]

The Church of Jesus Christ of Latter-day Saints; Elche; Presencial; EUR 10.000 - 30.000; Jornada completa

Descripción de la vacante

A community-focused organization in Elche seeks a Senior Administrative Support role to assist in maintaining facilities. Responsibilities include managing purchase requisitions, financial reporting, and vendor communication. Ideal candidates will have a Vocational or Associate Degree in Administration, five years of clerical experience, and be bilingual in Spanish and English. This position is essential for ensuring effective facility management and support services.

Formación

• Five years diverse clerical experience or equivalent.
• Strong understanding of invoices, purchase orders, contracts.
• Aptitude to learn other software applications as needed.
• Experience in filing, scheduling, and time management.

Responsabilidades

• Prepare purchase requisitions and ensure compliance.
• Maintain finance and HR files.
• Communicate with vendors and stakeholders.
• Prepare financial reports and payment uploads.
• Handle clerical duties, including typing reports and taking minutes.

Conocimientos

Computer skills

Professional phone etiquette

Business writing

Organizational skills

Effective communication

Customer service experience

Spanish (native speaker)

English (B2)

Educación

Vocational studies or Associate Degree in Administration

Herramientas

Windows

Microsoft Applications

Descripción del empleo

Job Description

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. Each Church facility that is built and/or maintained should:

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

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. This is a senior individual contributor support role.

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.

Qualifications

• 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.
• Preference will be given to individuals based in the Elche area.