Facilities Financial Administrative Assistant

3 weeks ago

Commerce, United States JWCH Institute Full time
About the Company:

JWCH Institute, Inc. Wesley Health Centers is a private non-profit health agency that is working towards increasing access to high quality health care resulting in decreased health disparities among at-risk populations through the expansion of comprehensive and preventative health care programs and services. Our mission is to to improve the health status and well-being of under-served segments of the population of Los Angeles Area through the direct provision or coordination of health care, health education, services, and research. The mission is being accomplished through a variety of programs and activities, such as: medical outreach and referrals for medical care, HIV services and drug treatment; health education; psychosocial assessment and intervention; primary medical care; family planning services; and research.

Position Purpose:

The Facilities Assistant plays an important role in providing administrative and accounting support to the Facilities Management personnel. This position involves assisting facilities managers and staff in coordinating various administrative tasks essential for the smooth operation of facilities and maintenance services. Primary responsibilities include managing the procurement/invoice processes, budget tracking, creating and preparing reports related to facility operations. The Facilities Finance Assistant also assists with inventory management, departmental correspondence, scheduling meetings/appointments, maintaining records and databases, preparing presentations, and facilitating communication within the department and other internal departments. . This role requires strong organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

Principal Responsibilities:
  1. Manage the procurement and invoice processes, including vendor communication, purchase order generation, and invoice tracking.
  2. Track departmental budgets and expenditures, ensuring accuracy and adherence to financial guidelines.
  3. Create and prepare reports related to facility operations, including budget reports, expenditure summaries, and performance metrics.
  4. Assist with inventory management, including maintaining inventory records, tracking stock levels, and coordinating replenishment orders.
  5. Handle departmental correspondence, including email communication, phone calls, and written correspondence.
  6. Accepts and routes incoming calls in a manner that reflects positively on the agency.
  7. Schedule meetings and appointments for facilities management personnel, coordinating with internal and external departments
  8. Facilitate communication within the facilities department and with other internal departments, serving as a point of contact for inquiries and information dissemination.
  9. Maintains the business calendar of supervisors, managers, and directors.
  10. Sets up meeting invites for in-person meetings and via Zoom, Microsoft Teams, etc.
  11. Maintains files both electronically and in hard copy.
  12. Assists with data and report preparation for various programs.
  13. Assists the department with filing needs, including copying and scanning documents.
  14. Enters purchase order requests for approval for the Facilities Department and follows through
  15. with orders after approval when needed.
  16. Prepares correspondence, reports, and other documents as requested and/or required.
  17. Delivers and picks up documents at other JWCH Institute, Inc. sites.
  18. Meets third parties at sites to provide access and answer questions as needed.
  19. Assists with the Facilities Department filing of credit card receipts and scans them.
  20. Enters credit card transactions into Microix for the Facilities Department.
  21. Enters assets into WASP and tags any assets that need it.
  22. Assists with the drafting of letters or notices.
  23. Turns utilities and services on or off as required.
  24. Prepares and submits check requests for various entities.
  25. Attends Facilities meetings and prepares minutes.
  26. Performs other clerical and administrative tasks as assigned.
Requirements:
  1. High school diploma or GED certificate; additional education or certification in office administration or related field is preferred.
  2. Previous experience in an administrative role, preferably in a facilities management or related environment is preferred.
  3. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications.
  4. Strong organizational skills
  5. Excellent communication skills, both verbal and written, with the ability to interact professionally with staff, management and vendors.
  6. Attention to detail and accuracy in completing tasks.
  7. Knowledge of basic office equipment and procedures, including filing systems, phone systems, and scheduling software.
  8. Familiarity with basic accounting principles and experience with financial transactions such as purchase orders, check requests, and budget tracking is preferred.
  9. Understanding of confidentiality and discretion in handling sensitive information and documents.
  10. Physical ability to perform tasks such as lifting boxes, organizing supplies, and moving equipment as needed.
  11. Possession of a valid California Driver’s License with clean driving record.
  12. Ability to travel to multiple work sites.
  13. Bi-lingual English/Spanish is preferred.

*All JWCH, Wesley Health Centers workforce are recommended to be fully vaccinated and boosted against COVID-19.

Employee Benefits:

JWCH Institute, Inc., offers competitive salaries for all positions. Employees working 30 hours per week or more are provided a monthly allowance which can be used towards medical, dental, and vision premiums. The agency offers sick leave, vacation time, 13 paid holidays, 401(k) Safe Harbor Profit Sharing plan, mileage reimbursement, short term and long term disability plans, life insurance policies, employee parking and more

Wesley Health Centers JWCH Institute is an Equal Opportunity Employer

  • Administrative Assistant

    2 weeks ago

    Commerce, United States Flag Solutions Full time

    **FLAG's **mission is to show our contractors & clients the best this industry can offer by upholding our principles of leadership, service, and exceptionalism. For a Best-in-Class experience, partner with FLAG and allow us to demonstrate how we're changing the industry, and how we can do the same for you. We are looking to hire an **Administratve...

  • Administrative Assistant

    3 weeks ago

    Commerce, United States DKS Steerl Door & Frame Systems Inc. Full time

    Administrative Assistant in Commerce CA. Create, maintain, and enter information into databases. Mail resume: DKS Steel Door & Frame Systems Inc. 2142 S. Tubeway Ave. Commerce CA 90040. Attn: Aurea Makasakit

  • Administrative Assistant

    1 week ago

    commerce, United States DKS Steerl Door & Frame Systems Inc. Full time

    Administrative Assistant in Commerce CA. Create, maintain, and enter information into databases. Mail resume: DKS Steel Door & Frame Systems Inc. 2142 S. Tubeway Ave. Commerce CA 90040. Attn: Aurea Makasakit

  • Administrative Assistant/reception

    3 weeks ago

    Commerce, United States Dependable Employer Solutions Full time

    **NOW HIRING FOR ADMINISTRATIVE ASSISTANT!!** **WORKING FOR A PLASTICS MANUFACTURING/DISTRIBUTION COMPANY** **JOB LOCATED IN COMMERCE CA (S. Garfield Ave & W. Hellman Ave)** **DESCRIPTION**: - **Provides administrative support to ensure efficient office operations.**: - **Maintains physical and digital filing systems.**: - **Answers phone calls and...

  • Corporate Administrator

    4 weeks ago

    Commerce, United States DUREZ Corp. Full time

    General Purpose:Provides administrative support for the HR organization in areas of audits, reports, employee records, electronic filing, and assisting Japanese expats as well as translation assistance to the Chief Executive Officer. Some flexibility of work schedule is needed to support the timing of meetings requiring translation support.Essential...

  • Corporate Administrator

    2 weeks ago

    Commerce, United States DUREZ Corp. Full time

    General Purpose:Provides administrative support for the HR organization in areas of audits, reports, employee records, electronic filing, and assisting Japanese expats as well as translation assistance to the Chief Executive Officer. Some flexibility of work schedule is needed to support the timing of meetings requiring translation support.Essential...

  • Accounting/office Administrator- Plumbing Supply

    1 week ago

    Commerce, United States Astro Plumbing Supply Co. Full time

    **Company Overview** Astro Plumbing Supply Company is a wholesale distributor of plumbing supplies. We have been servicing the Southern California community for over 50 years offering the best in commercial, residential, and industrial plumbing supplies. As the family business continues to grow in our Commerce and Santa Ana CA, branches, we are seeking a...

  • Warehouse Administrative Assistant

    3 weeks ago

    Commerce, United States Breakthru Beverage Group Full time

    Overview We are experts in the beer, wine, and spirits industry looking for individuals to join our safety-minded, family-based culture. If you are looking for a warehouse career with a Company that lives their values everyday with the goal of having their associates feel supported, engaged, and empowered, then come join our winning team.  Under...

  • Financial Analyst

    1 day ago

    Commerce, United States El Super Full time

    **Financial Analyst (Onsite)**: **SUMMARY**: The **Financial Analyst** for Chedraui USA team supports the executive management team, operations team, and other functional departments throughout the organization by providing financial projections, financial reporting, and developing financial models for 379 grocery stores under our three store banners. (El...

  • Administrative Assistant

    3 weeks ago

    Commerce, CA, United States DKS Steerl Door & Frame Systems Inc. Full time

    Administrative Assistant in Commerce CA. Create, maintain, and enter information into databases. Mail resume: DKS Steel Door & Frame Systems Inc. 2142 S. Tubeway Ave. Commerce CA 90040. Attn: Aurea Makasakit

  • Warehouse Administrative Assistant

    1 week ago

    Commerce, United States Breakthru Beverage Group Full time

    Overview: We are experts in the beer, wine, and spirits industry looking for individuals to join our safety-minded, family-based culture. If you are looking for a warehouse career with a Company that lives their values everyday with the goal of having their associates feel supported, engaged, and empowered, then come join our winning team. Under close...

  • Branch Office Administrator

    3 weeks ago

    Commerce, United States Edward Jones Full time

    **Would you call yourself a relationship builder, a problem solver or a critical thinker? If you answered yes, we need you on our team**.** At Edward Jones, we are very intentional in calling our field associates branch teams. Most of our teams are two or three people, and in a Branch Office Support Professional role, you are a critical member of that team...

  • Administrative Assistant

    3 weeks ago

    Commerce City, United States Hooper Corporation Full time

    Job DescriptionJob DescriptionGeneral Summary:Join our team as a Administrative Assistant in an entry-level role that plays an integral part in supporting our Electric Power Division. This position involves a range of accounting and administrative tasks, including labor timekeeping, customer invoicing, and general accounting responsibilities. Principal...

  • Administrative Assistant

    2 weeks ago

    Commerce City, United States Hooper Corporation Full time

    Job DescriptionJob DescriptionGeneral Summary:Join our team as a Administrative Assistant in an entry-level role that plays an integral part in supporting our Electric Power Division. This position involves a range of accounting and administrative tasks, including labor timekeeping, customer invoicing, and general accounting responsibilities. Principal...

  • TEST Administrative Assistant

    4 weeks ago

    Commerce City, United States Bergelectric Corp Full time

    Job DescriptionJob DescriptionOverviewThe Administrative Assistant will handle routine and advanced duties for other professionals such as organize files, create correspondence, prepare reports and documents, manage calendars, prepare invoices and offer general staff support. In addition, this role may serve as an initial point of contact, answering phones...

  • Sales Administrator

    2 months ago

    Commerce, United States FASTENER DISTRIBUTION HOLDINGS (FDH) Full time

    Overview: We are seeking a highly organized and detail-oriented Sales Administrator to join our team. As a Sales Administrator, you will play a crucial role in supporting our sales team and ensuring the smooth operation of our sales processes. This is an excellent opportunity for someone who thrives in a fast-paced environment and has a strong understanding...

  • Administrative Assistant

    2 days ago

    Commerce City, United States J Kent Staffing Full time

    Job DescriptionJob DescriptionPay: $25.00/hour + milage reimbursement for company errands - $0.67/mileOverview: Our client, a construction company located in Commerce City, is seeking a temporary Administrative Assistant to help support the VP and Office Manager in administrative projects for about 2-months. To succeed in this position, you must be highly...

  • Branch Office Administrator

    3 weeks ago

    Commerce, United States Edward Jones Full time

    Would you call yourself a relationship builder, a problem solver or a critical thinker? If you answered yes, we need you on our team.At Edward Jones, we are very intentional in calling our field associates branch teams. Most of our teams are two or three people, and in a Branch Office Support Professional role, you are a critical member of that team along...

  • Branch Office Administrator

    2 weeks ago

    Commerce, United States Edward Jones Full time

    Would you call yourself a relationship builder, a problem solver or a critical thinker? If you answered yes, we need you on our team.At Edward Jones, we are very intentional in calling our field associates branch teams. Most of our teams are two or three people, and in a Branch Office Support Professional role, you are a critical member of that team along...

  • Sales Administrator

    3 weeks ago

    Commerce, United States Global Parcel Service US Inc Full time

    **Position Overview**: The Sales Administrator plays a pivotal role in supporting the sales team within the logistics industry. They are responsible for managing the administrative tasks associated with the sales process, ensuring that all client-related activities are carried out efficiently and effectively. **Key Responsibilities**: - Assist the sales...