Facilities Administrative Assistant
Job Location: Seattle, Washington
Job Responsibilities and Requirements: Coordinates vendors and works with others to bring projects to a successful completion, including ensuring proper prioritization, time Management, resource allocation, strong communication and successful outcomes. Responds to all HQ ergonomic requests in conjunction with the Senior Director of Facilities Services or his designee. Provides Front Desk support which includes greeting and monitoring visitors, answering phones, processing courier packages. Manages all facility related complaints, interfacing with the building Manager and engineers. Responds to all daily Staff Maintenance issues. Prepares documents for internal publication including announcements, Kitchen Pages, Contact Us responses, memos; Writing, Proofreading and Editing for grammatical errors and format consistency. Responsible for mail processing, shipping & receiving. Processes all HQ incoming mail and all outgoing mail and shipments including regional and division mail. Maintains the copy & supply rooms, common areas and conference rooms, including ordering Office supplies and maintaining stock levels. Manages overall building cleanliness with janitorial services (deep clean of locker rooms, kitchens, Cintas weekly service). Maintains all UPS and USPS machines. Responsible for badge access to parking, bike cage and building fitness center. Makes assessment of Security access for temporary badging and tracks and accounts for all temporary badges. Runs compliance and access level reports, maintains accurate records on all badges and access levels assigned to employees, contractors, interns, temporary workers and vendors. 1Responsible for maintaining the HQ Casey vehicles and the Casey ORCA Contract with King County Metro. Responsible for all ORCA cards; tracks and accounts for card usage as well as monthly reports. Works directly with Metro on reports and attends CTR Network Group meetings as directed by Manager. Maintains and coordinates the commute Trip Reductions and Employee Transportation Plan by promoting use of Orca Cards and alternative commuting options. Promotion of annual events such as Wheels Options and Bike to Work month. Works with the Facilities Manager and vendors to provide services related to mail, shipping & receiving, Office supplies, kitchen and Food service supplies, janitorial, General Construction, furniture Procurement & installation and catering. May be involved in the interviewing and analysis of new vendors, creation of contracts, establishing and maintaining inventories and orientation of new vendors to Casey. Responsible for maintaining vendor accounts and processing payment authorization forms. Maintains tracking system for all internal and external HQ meetings, including contacts, location and attendee lists. Uploads and tracks contracts within the ART system; maintains internal checklist for expiring/renewing contracts. Provides direct Administrative support to the Facilities Manager and team; maintains the calendar and Travel arrangements; creates PAF s and routes to proper signing authorities, drafts and edits letters, documents meeting agendas and minutes, memos, correspondence, reports and manuscripts that may or may not be confidential. Processes invoices, Travel reimbursement, and other Financial items. Other duties as assigned. Qualifications: A Bachelor s degree or five years equivalent relevant experience and a minimum of three years experience in an equivalent Administrative support position are required Project Management, budget and resource allocation experience required. Demonstrated ability to design, cost, implement and manage projects. Demonstrated high level of organizational skills including the capacity to set priorities and work to deadlines. Strong organizational, analytical skills, high level oral and written communication and attention to detail skills are essential. Experience in the use of Microsoft Desktop products such as Word, Excel, Outlook and familiarity with database systems. Detail oriented, accurate, efficient, exercises good judgment and initiative. Excellent organizational and Planning skills in managing a personal workload in a busy environment with conflicting demands. Can work independently and as part of a larger team. Demonstrated ability to establish and maintain positive working relationships with Management, consultants, vendors, Staff, and external professionals. Excellent interpersonal skills including demonstrated experience and skills in liaison, negotiation and conflict resolution with Staff at all levels. Physical requirements include the ability to lift and reach for light objects; close visual acuity to prepare and analyze data and figures.
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