Facilities Administrative Coordinator
5 days ago
JWCH Institute, Inc. is a private non-profit health agency dedicated to increasing access to high-quality healthcare and reducing health disparities among at-risk populations. Our mission is to improve the health status and well-being of underserved segments of the population in the Los Angeles area through direct provision or coordination of healthcare, health education, services, and research.
Job SummaryThe Facilities Administrative Coordinator plays a vital role in providing administrative and accounting support to the Facilities Management team. This position involves assisting facilities managers and staff in coordinating various administrative tasks essential for the smooth operation of facilities and maintenance services.
Key Responsibilities- Procurement and Invoice Management: Manage the procurement and invoice processes, including vendor communication, purchase order generation, and invoice tracking.
- Financial Management: Track departmental budgets and expenditures, ensuring accuracy and adherence to financial guidelines.
- Reporting and Analysis: Create and prepare reports related to facility operations, including budget reports, expenditure summaries, and performance metrics.
- Inventory Management: Assist with inventory management, including maintaining inventory records, tracking stock levels, and coordinating replenishment orders.
- Correspondence and Communication: Handle departmental correspondence, including email communication, phone calls, and written correspondence.
- Scheduling and Coordination: Schedule meetings and appointments for facilities management personnel, coordinating with internal and external departments.
- Facilitation and Support: Facilitate communication within the facilities department and with other internal departments, serving as a point of contact for inquiries and information dissemination.
- Record Keeping and Maintenance: Maintain the business calendar of supervisors, managers, and directors, and set up meeting invites for in-person meetings and virtual meetings.
- Document Management: Maintain files both electronically and in hard copy, and assist with data and report preparation for various programs.
- Administrative Support: Assist the department with filing needs, including copying and scanning documents, and enter purchase order requests for approval for the Facilities Department.
- Asset Management: Enter assets into WASP and tag any assets that need it, and assist with the Facilities Department filing of credit card receipts and scans them.
- Correspondence and Reporting: Prepare and submit check requests for various entities, and attend Facilities meetings and prepare minutes.
- Education: High school diploma or GED certificate; additional education or certification in office administration or related field is preferred.
- Experience: Previous experience in an administrative role, preferably in a facilities management or related environment is preferred.
- Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications, strong organizational skills, excellent communication skills, and attention to detail and accuracy in completing tasks.
- Knowledge: Knowledge of basic office equipment and procedures, including filing systems, phone systems, and scheduling software, and familiarity with basic accounting principles and experience with financial transactions such as purchase orders, check requests, and budget tracking is preferred.
- Physical Ability: Physical ability to perform tasks such as lifting boxes, organizing supplies, and moving equipment as needed.
- Driver's License: Possession of a valid California Driver's License with a clean driving record.
- Language: Bi-lingual English/Spanish is preferred.
JWCH Institute, Inc. offers competitive salaries for all positions, and 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.
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