Assistant Facilities Manager

Job Description
This position is responsible for providing administrative/clerical support to the assigned department. The role is responsible for assisting with day-to-day functions of the assigned department and for performing a variety of administrative support tasks.
Essential Duties and Responsibilities
Creates requisitions in Oracle for materials and services as requested by Management
Maintains and follows up on the full purchase order cycle by tracking delivery, following up with vendors and filing of all completed Material Request Forms and invoices
Helps assist with the on boarding of new employees. This includes, ensuring new hires are setup for their driving course, uniforms ordered etc.
Maintains employee records in SharePoint and updates when necessary
Helps obtain new suppliers and acts as a point person for existing suppliers and contractors - Updates the Department Managers and requesters on requisition and purchase order status on a weekly basis
Tracks information on spreadsheets and/or other task management software and databases - Provides additional office support such as research, organizing documents, filing, scanning, and mailing - Helps coordinate and plan department and division meetings when necessary
Assists the Office Coordinator with department projects and timelines as necessary
Compiles and distributes all invoices for the executives once approved by the Executive Director
Meets with the Office Manager weekly to address any concerns or questions within employee relations
Manages the ADP account for the department by ensuring compliance in daily punches, processes sick/vacation requests and approving timecards at the end of the pay period