Senior Administrative Specialist

The Senior Administrative Specialist will be experienced in handling a wide range of administrative and executive support-related tasks and should be able to work independently with little or no supervision.

The Senior Administrative Specialist will be a highly resourceful team-player, who is comfortable in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The individual will have the ability to exercise good judgment in various situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Responsibilities:

• Customer service support, including:

• Effectively handle all communications with a high degree of professionalism, accuracy, and confidentiality.

• Answer phones

• Coordinate support resources as needed

• Assist customers with online work requests

• Assist customers with conference room setup inquiries and planning

• Assist maintenance team with vendor callouts and follow up for service and repairs

• Facilities Maintenance Work Order Support

• Work order entry, updates and follow up using IWMS system

• Provide support of asset management in the IWMS system by updating equipment information, generating PM work schedules as directed and assign PM work tickets internally or externally.

• Monitor incoming work request queue and escalate time sensitive requests

• Accounting Support including:

• Invoice coding, review, scanning and resolution

• Credit card reconciliation

• Petty cash reconciliation and check requests

• Calendars and Schedules

• Manage an extremely active calendar of appointments, completing expense reports; composing and preparing correspondence that is sometimes confidential; coping, reviewing outside mail, scanning, and filing documents, updating contacts, arranging detailed travel plans, itineraries, and agendas.

• Other Duties and Special Assignments

• Assist Managers in preparing reports and updates, project documents and power point slides.

• Completes critical aspects of deliverables and special assignments by establishing objectives, determining priorities; managing time; gaining cooperation of others; monitoring progress; problem solving and adjusting plans.

• Set-up and maintain Departmental files.

• Assist the team with purchases of supplies and parts as needed.

• General administrative include but not limited to, support including team meeting planning/event planning and catering, and enterprise facilities vehicle maintenance/registration coordination.

Requirements

• Minimum 3 years’ experience in an administrative support capacity required; Facilities experience preferred.

• High school diploma

• Prior experience with a work management platform preferred (i.e. help desk ticket system)

• Proficient PC Skills required with a focus on Microsoft Office products including Word, Excel, Power Point, Outlook, and Teams

• Exceptional administrative and customer service skills with an emphasis on strong organizational and time management expertise.

• Excellent telephone etiquette, professional demeanor, and ability to screen calls diplomatically and effectively.

• Strong verbal, written and interpersonal communication skills with adeptness in dealing with individuals of all levels, both internal and external.

• Must have effective organization and follow-up skills.

• Ability to handle multiple priorities in a fast-paced environment.

• Must possess sound judgment and ability to handle issues with discretion and diplomacy.

• Ability to maintain a high level of confidentiality.

• Ability to work overtime as needed.

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