Administrative Assistant Facilities Management| Rennes (France) |Permanent (Full-Time, 35 Hours[...]

The Church of Jesus Christ of Latter-day Saints; Vern-sur-Seiche; Sur place; EUR 28 000 - 35 000; Plein temps

Résumé du poste

A religious organization in Vern-sur-Seiche is seeking a dynamic administrative assistant to support the operations and maintenance of its properties. The role includes preparing financial reports, maintaining databases, and managing office operations. The ideal candidate should have strong organizational and customer service skills, as well as fluency in both French and English. This position offers an opportunity to contribute to the spiritual community by ensuring facilities are well-managed.

Qualifications

• Diverse and significant administrative experience or equivalent demonstrating required skills.
• Ability to communicate effectively and courteously with all individuals.

Responsabilités

• Prepare purchase requisitions and ensure compliance with controls.
• Maintain computer databases and perform clerical duties.
• Manage office operations and support the Facilities Operations Manager.

Connaissances

Computer skills

Communication skills

Organizational skills

Customer service experience

Formation

Two years post high school education

Outils

Windows

Microsoft Applications

Salesforce

Description du poste

Overview

The Meetinghouse Facilities Department are seeking a dynamic, customer orientated administrative assistant to support the operations and maintenance of the Church’s properties throughout the Western region in France. This department helps provide and maintain facilities which enable Church members to worship, teach, learn, pray together, make and renew covenants, and receive sacred ordinances. Each Church facility that is built and / or maintained should

1) Provide a spiritual setting for members to worship, and

2) Present an image of reverence and dignity in the community.

This position assists the Facilities Operations 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 an 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 government 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: FLS, Salesforce, 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.
• Manages office operations including: equipment function, supplies, administration filing, telephone messages, etc.
• Other duties as assigned by the Facilities Operations Manager.

Qualifications

• Two years post high school education. Diverse and significant administrative 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 advanced level are required, both written and spoken.