Administrative Assistant Facilities Management| Paris, Versailles, and Chatres (France) |Perman[...]

The Church of Jesus Christ of Latter-day Saints; Paris; Sur place; EUR 40 000 - 60 000; Temps partiel

Résumé du poste

A religious organization in Paris is seeking a part-time Facilities Administrative Assistant to support the Facilities Manager. The ideal candidate will have strong clerical skills, five years of experience, and be fluent in French and English. Responsibilities include managing purchase requisitions, financial reports, and vendor communications. This role is key in ensuring facility operations run smoothly in a spiritual setting.

Qualifications

• Five years diverse clerical experience or equivalent demonstrating computer skills.
• Ability to communicate effectively and courteously.
• Strong customer service experience required.

Responsabilités

• Prepare purchase requisitions and financial reports.
• Ensure accuracy of invoices and compliance with controls.
• Maintain finance and HR files.

Connaissances

Computer skills including Windows Microsoft Applications

Professional phone etiquette

Effective business writing

Basic business accounting

Organizational skills

Customer service experience

Fluent in French

Professional level in English

Formation

Two years post high school education

Outils

Abinitio

Android

Description du poste

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
• 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

• 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 and contractors.
• Assists with the establishment of vendors.
• May prepare contracts and verify insurance documentation.
• Maintains computer databases: Purchase Orders, Work Orders, Preventive Maintenance Schedules, Employee and 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.
• Manages 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 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.
• French native speaker level and English professional level are required both written and spoken.

Key Skills

Abinitio, Administration And Accounting, Android, Bid Management, Inventory Management, Embedded C

Employment Type: Part-Time

Experience: years

Vacancy: 1