Administrative Assistant, Facilities

sanmanuel; Highland (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

San Manuel is seeking an Administrative Assistant - Facilities to provide essential admin support to the Facilities and Environmental Services departments. This role handles confidential information, coordinates documentation, and assists with day-to-day operations to keep the department running smoothly.

Under the Director, Facilities, you will manage records, process invoices and quotes, support procurement, maintain office inventory, and help with meeting notes and budget updates.

Qualifications

• High school diploma or GED required.
• Minimum two years related administrative experience required.
• Proficient with Microsoft Office Suite (Word, Outlook, PowerPoint, Excel).

Responsibilities

• Carries out day-to-day office administrative functions and schedules tasks; coordinates information among management, staff, and vendors.
• Processes quotes, invoices, and budget ledger entries; tracks expenditures and procurement status.
• Acts as liaison with Procurement to execute service contracts and purchases; follows up with vendors.
• Keeps meeting notes and provides procurement and budget updates to Department Directors.
• Maintains office inventory and purchases supplies as directed; supports timely service requests with other departments.
• Performs additional duties to support efficient department operations.

Skills

Microsoft Office

Independent worker

Communication

Detail oriented

Confidentiality

Prioritization

Education

High School Diploma or GED

Job description

Under the guidance of the Director, Facilities, the Administrative Assistant - Facilities provides administrative support to the Facilities and Environmental Services (EVS) Departments and assists with the day-to-day operations necessary to ensure efficient departmental functioning. This position exercises independent judgment and initiative in the planning, coordination, and organization of confidential and time-sensitive administrative assignments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• 1. Carries out day-to-day office administrative functions. Assists Department management staff with general administrative tasks such as record keeping, copying, filing, organizing, scheduling, developing documents, answering and directing phones. Coordinates communication and distributes information to management, department personnel, and vendors to provide general information and status of activities. Demonstrates the ability to exercise utmost discretion with confidential information including, but not limited to: credit card information, personnel and department data.
• 2. Processes quotes, proposals, and invoices for orders and services. Tracks all department expenditures by logging all requisitions into budget ledger to ensure accuracy on financial records. Monitors all pending orders and performs follow-up with Procurement Department as necessary.
• 3. Acts as liaison with Procurement Department to execute service contracts and agreements, and purchases. Contacts department vendors to schedule and follow up on all service requests.
• 4. Supports Department Directors with keeping meeting notes, providing updated on procurement status, budget variances, and any other items requested.
• 5. Assists Department with timely requests for service repair orders with other departments. Maintains office inventory stock and purchases additional supplies as directed.
• 6. Performs other duties as assigned to support the efficient operation of the department.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• High School Diploma or General Education Development (GED) required.
• Minimum two (2) years related administrative experience required.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Demonstrated knowledge of Microsoft Office Suite applications, including Word, Outlook, PowerPoint, and Excel, with the ability to effectively utilize these tools to create, manage, and communicate information in support of business operations.
• Knowledge of internet-based applications and web navigation tools, with the ability to learn, adapt to, and effectively utilize various business software systems to support organizational objectives.
• Ability to work independently with a proactive, resourceful, and solutions-oriented approach, demonstrating initiative in identifying needs, resolving issues, and accomplishing tasks with minimal supervision.
• Ability to perform efficiently and effectively in a fast-paced, high-volume environment, while managing competing priorities and maintaining accuracy, productivity, and attention to detail.
• Demonstrated skill in professional verbal and written communication, including strong spelling, grammar, and interpersonal abilities, with the capacity to maintain a polished and professional presence in person, virtually, and via telephone.
• Demonstrated knowledge of confidentiality principles and the ability to exercise sound judgment, discretion, and professionalism when handling sensitive information, including credit card data, budgetary and financial records, personnel information, and departmental records.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.
• No Driving Responsibilities: Role does not require a driver's license or insurance.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS - ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

Primary work environment is in a climate-controlled office setting.

Work requires travel to attend meetings, trade shows, and conferences.

Incumbents may be required to work evening, weekend and holiday shifts.

Must be able to work in a fast-paced, high-demand environment.

Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.

Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.

Hearing sufficient to hear conversational levels in per