Facilities Administrative Coordinator

laika communications gmbh; Hillsboro (OR); On-site; USD 42,000 - 65,000; Full time

Job summary

LAIKA in Hillsboro, OR is seeking a Facilities Administrative Coordinator to support the Facilities Maintenance department with administrative duties, budgeting and vendor coordination.

You will schedule meetings, prepare reports, track invoices, and help with insurance certificates, billing, and cost tracking, while liaising with internal teams and external vendors.

Qualifications

• 2+ years of experience in an office environment; Operations and/or Facilities experience preferred.
• Basic knowledge of accounting and budgeting principles.
• Experience with project management, a plus.
• Strong proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook).
• Strong customer service or coordination experience.
• Excellent communication and interpersonal skills.
• Ability to analyze information and demonstrate critical thinking.

Responsibilities

• Provide administrative support to Facilities Maintenance department including scheduling meetings, preparing reports, and managing correspondence.
• Assist with managing and tracking vendor files for all Facilities department business documents.
• Collaborate with Facilities Program Manager to assist with certificates of insurance, billing, and invoicing for facilities-related expenses; review invoices for accuracy and resolve discrepancies with vendors, as necessary.
• Assist with billing reports and budget tracking of facilities expenditures. Process financial reports, coding, and P-cards.
• Serve as a point of contact for Facilities Maintenance-related inquiries and requests, and communicate effectively with internal stakeholders regarding facility updates and maintenance schedules.
• Document all facilities-related activities including repairs, inspections, and expenditures.
• Schedule and attend various departmental events, trainings, and team-building activities including documentation and tracking action items, as needed.
• Support department projects and initiatives, as needed.
• Monitor maintenance team training.
• Audit maintenance procedures.

Skills

Office experience

Accounting knowledge

Project management

Microsoft Office Suite

Communication skills

Customer service

Analytical thinking

Tools

Microsoft Office Suite

Job description

General Summary

The Facilities Administrative Coordinatorisresponsibleforsupporting the LAIKA FacilitiesMaintenancedepartment on a variety of administrative functions within thedepartment includingassisting withaccounting and budgeting related dutiesandservingas aliaisonbetweenstudio departments as well as external vendors.

Job Functions

• Provide administrativesupporttoFacilitiesMaintenancedepartment including scheduling meetings, preparing reports, and managing correspondence.
• Assist with managing and tracking vendor files for all Facilities department business documents.
• Collaborate with Facilities Program Manager to assist with certificates of insurance, billing, and invoicing for facilities-related expenses; review invoices for accuracy and resolve discrepancies with vendors, as necessary.
• Assist with billing reports and budget tracking of facilities expenditures. Process financial reports, coding, and P-cards.
• Serve as a point of contact for Facilities Maintenance-related inquiries and requests, and communicate effectively with internal stakeholders regarding facility updates and maintenance schedules.
• Document all facilities-related activities including repairs, inspections, and expenditures.
• Schedule and attend various departmental events, trainings, and team-building activities including documentation and tracking action items, as needed.
• Support department projects and initiatives, as needed.
• Monitor maintenance team training.
• Audit maintenance procedures.

Qualifications

• 2+years' experiencein an officeenvironment; Operationsand/orFacilities experience preferred.
• Basic knowledge of accounting and budgeting principles.
• Experience with project management, a plus.
• Strong proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook).
• Strong customer service or coordination experience.
• Excellent communication and interpersonal skills.
• Ability to analyze information and demonstrate critical thinking.

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing the duties of this job, the employee is required to walk; stand; sit; use hands to operate standard office equipment;reach withhands and arms; balance; stoop; talk or hear both in person and by telephone. The employee must lift and/or move up to30pounds. Vision abilities include close vision, distance vision, and the ability to adjust focus.
• Work environment: While performing the duties of this job, the employee works under typical office conditions and is exposed to variable indoor temperatures. The noise level is usually quiet or moderate.

Location

On-site in Hillsboro, OR

Salary

Salary is commensurate with skills and experience.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Please review our EMPLOYMENT DISCLAIMER and MATERIALS SUBMISSION AGREEMENT.