Sr. Administrative Assistant, Facilities

sanmanuel; Highland (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

San Manuel is seeking a Senior Administrative Assistant for Facilities to partner with leadership, coordinate budgets, and maintain confidential records. The role involves payroll coordination, procurement support, and contract lifecycle management in a fast-paced environment.

Responsibilities include preparing business documents, tracking expenditures, and driving event planning and staff engagement activities within budgetary constraints.

Qualifications

• High School Diploma or GED required.
• Associate's degree in Business or related field preferred.
• Minimum five (5) years of related administrative experience required.
• Proficiency in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel).
• Knowledge of budgeting, financial reporting, and expense management preferred.
• Strong written and verbal communication skills; professional presence.

Responsibilities

• Provide high-level administrative support to department leadership and manage confidential records and communications.
• Lead and coordinate annual operating budgets for multiple cost centers and perform GL analyses.
• Manage employee timekeeping and payroll processes in line with policies and regulations.
• Oversee quotes, proposals, and invoices; track requisitions and departmental expenditures.
• Manage vendor service contracts and contract lifecycle, including expirations.
• Prepare a wide range of business documents and manage departmental credit card programs.
• Manage office supplies, track maintenance work orders, and coordinate staff events within budget.
• Perform other duties as assigned to support department operations.

Education

High School Diploma or GED

Associate's degree in Business or related field

Tools

Microsoft Office

Job description

Under the direction of the Director, Facilities, and in collaboration with Director Environmental Services (EVS) and Horticulture, the Senior Administrative Assistant - Facilities serves as a critical partner in supporting the complex, project-driven administrative and operational needs of the Facilities Department. Provides high-level support to Facilities leadership and collaborates across multiple departments to ensure seamless coordination and execution of administrative functions. Requires the ability to exercise independent judgment, discretion, and initiative in planning, organizing, and executing confidential, time-sensitive assignments. Plays a key part in enhancing operational efficiency, supporting departmental priorities, and maintaining effective communication across the organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Provides high-level administrative support to department leadership, ensuring seamless daily operations. Maintains and safeguards confidential records while managing the distribution of critical communications to leadership, team members, and external vendors.
2. Leads and coordinates the annual operating budgets for multiple cost centers, including operational budget development. Conducts detailed General Ledger analysis and year-over-year budget comparisons, providing clear financial insights and variance explanations. Maintains accurate and up-to-date asset inventory records, including tracking additions and disposals. Leads completion of annual asset audit, ensuring timely resolution of discrepancies and outstanding items.
3. Manages employee timekeeping and payroll processes by ensuring accurate timesheet completion, reviewing and approving time records, resolving discrepancies, maintaining compliance with company policies and labor regulations, and coordinating payroll-related activities to support timely and accurate pay processing.
4. Oversees the processing of quotes, proposals, and invoices for goods and services. Maintains an accurate budget tracking system by logging requisitions and monitoring departmental expenditures. Partners closely with Procurement department to track order status and ensure timely fulfillment through proactive follow-up.
5. Manages the lifecycle of vendor service contracts, collaborating with Procurement and leadership to ensure efficient processing of new and renewed agreements. Maintains comprehensive contract records and proactively communicates upcoming expirations to prevent service disruptions.
6. Prepares and processes a wide range of business documents, including memorandums, requisitions, contracts, single source justifications, work orders, asset acquisition forms, and presentations. Manages departmental credit card programs, ensuring accurate tracking, timely submission of receipts (including weekly fuel logs), and completion of monthly reconciliations. Guarantees compliance with financial policies and timely processing of payments.
7. Manages office supply inventory and procurement to support departmental and operational needs. Initiates and tracks work orders and maintenance requests, providing consistent status updates and ensures timely resolution. Plans and executes employee recognition events and appreciation initiatives throughout the year, ensuring delivery within budget. Collaborate with leadership to drive engagement, participation, and successful event execution.
8. Performs other duties as assigned to support the efficient operation of the department.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• High School Diploma or General Educational Development (GED) required.
• Associate's degree in Business and/or related field preferred.
• Minimum five (5) years of related administrative experience required.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Proficiency in Microsoft Office Suite applications, specifically Word, Outlook, PowerPoint, and Excel, with the ability to effectively utilize these tools to support business operations and administrative functions.
• Knowledge of internet-based applications and web navigation tools, with experience using and adapting to a variety of business software applications and systems.
• Ability to work independently with a proactive, resourceful, and self-directed approach to managing responsibilities, solving problems, and accomplishing objectives.
• Ability to perform efficiently and maintain a high level of accuracy in a fast-paced, high-demand environment while effectively managing competing priorities and deadlines.
• Knowledge of financial reporting processes, budget administration, and expense management practices, with experience supporting financial tracking, analysis, and reporting activities preferred.
• Exceptional verbal and written communication skills, including strong spelling and grammar, with the ability to maintain a polished and professional presence in person, virtually, and by telephone.
• Strong organizational, strategic prioritization, planning, and time management skills, with the