Project Admin Assistant providing administrative and project coordination support to a facilities management workgroup, including budget monitoring, reporting and event planning, requiring 3 years related experience or a relevant degree and strong computer, communication and organizational skills, in an NGO facilities management environment, on-site role.
Job Description
This
position helps provide and maintain facilities which give Church members places
where they can worship, teach, learn, pray together, make and renew covenants,
and receive sacred ordinances. Each Church facility that is built and/or
maintained should 1) Provide a spiritual setting for members to worship and 2)
Present an image of reverence and dignity in the community. This position
assists the Facilities Manager (FM) to ensure timely maintenance to facilities
using established processes and standards of maintenance, repair, and
replacement and administrative support to a facilities management workgroup.
This is a senior-level support, individual contributor role.
Responsibilities
Typical
responsibilities include but are not limited to:
Leading
lower level employees through training, mentorship and/or day to day direction.
Proactively
anticipating future needs and making recommendations.
Assisting
project teams by coordinating project details and following up on pending needs
to ensure that deadlines are met.
Assisting
with budget preparation and control activities including monitoring project or
department/area budgets.
Performing
research, analyzing information, and making recommendations based on findings.
Compiling
complex data/information from a variety of sources to prepare memos, documents,
reports, spreadsheets (including charts and graphs), and presentations using a
wide range of software and platforms.
Taking
meeting minutes and managing meeting documentation.
Using
computer apps and software to schedule meetings and appointments and maintain
calendars – usually for multiple leaders.
Managing
email in-box(es) of assigned leader(s) to agreed level.
Making
travel arrangements.
Presenting
at meetings.
Supporting
office resiliency operations and response (emergency response).
Planning,
organizing, and executing large meetings, conferences, and other events.
Answering
complex telephone and email requests.
Other
duties as assigned.
Qualifications
Required:
3 years
of any combination of related experience or progress towards or completion of a
relevant university (post-secondary) degree or an industry-recognized
certification.
Diverse
clerical experience or equivalent demonstrating the following skills: Computer
skills and experience including Windows, Microsoft Applications, and aptitude
to learn other software applications as needed.
Communications
skills, including professional phone etiquette and effective business writing.
Basic
business accounting skills, including understanding of invoices, purchase
orders, contracts.
Organizational
skills including filing, scheduling, time management, and prioritization.
Ability
to communicate effectively and courteously with all individuals, including
priesthood leaders managers, fellow employees and vendors.
Strong
customer-oriented, results-oriented, and adaptability and flexibility skills.
Experience
in account and payment management.
Computer
skills and experience including Windows, Microsoft Applications, and aptitude
to learn other software applications.
Results-oriented
performance and flexibility to adapt to various situations and contexts ensure
effective and efficient support in daily operations.
Preferred:
A
recognized university (post secondary) degree, directly related experience, and
applicable industry-recognized certifications.
Capacity
to communicate in English (not fluent, but enough to be part of trainings and
calls with the area and HQ).
Power BI
abilities to support the facility manager group management.
Proven
knowledge of accounting and local tax system.
