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Administrative - Administrative Assistant - III

Company: Careerbuilder-US
Location: Cleveland
Posted on: January 26, 2023

Job Description:

Administrative - Administrative Assistant - III
12 Months

This is an onsite, part time position with work days being Tuesday, Wednesday, and Thursday.

Ability to Multitask
Ability to work independently
Able to follow directions
Attention to Detail

Job Description: Position summary: The Associate will serve as the site coordinator for the Cleveland Service Center, helping ensure the smooth operation of the entire location and its -500 employees, which includes handling maintenance requests, paying invoices and managing expenses, coordinating site visits of senior leaders, coordinating on-site events, etc.

Major responsibilities: Manage maintenance requests. Enter work orders into building maintenance website, including HVAC requests, lightbulb changes, pest calls, plumbing, etc. Work with approved vendors to address maintenance requests that are not handled by the building, including locksmith, vending machines, generator, etc. When necessary, work with building management to ensure office cleaning is up to par, and meet with maintenance manager to propose resolutions to existing issues. // Pay invoices for ongoing services (e.g. phone, cable), and any 3rd party vendors that are called for ad hoc maintenance requests. Reconcile P-card every month and allocate expenses to the correct cost center. // Ensure office is stocked with general supplies (e.g. copy paper, pens, post-its, etc.). // Handle site-related communications. Ensure employees are made aware of important announcements including security alerts, building alerts, building newsletters, housekeeping items, site-wide events, etc. // Manage logisitics for leadership visits. Reserve rooms, assist with creating agendas (which often includes coordination across departments), order catering, set up tours (if needed), and coordinate touchpoints between visiting leaders and site employees. // Assist with the coordination of on-site events. Reserve room(s), ensure the proper setup of room(s) and technology, order catering (if needed), etc. // Manage seating charts using PLANON software. Ensure employees are properly marked in their appropriate work spaces, and liason with managers as employees move in and out of spaces. Address any ad hoc seating questions and requests, provide desk keys (if needed), etc. // Maintain and update site-related procedures (as needed) covering topics including how to book conference rooms, how to order supplies, etc.

Technical expertise: Strong organizational skills, as this position requires the ability to handle multiple tasks as site coordinator at one of our major locations. The ability to problem solve, use available resources, and find solutions to site-related issues that may arise is important (e.g. unexpected maintenance issues, etc.).

Business Knowledge: Use strong relationships with local leadership and 3rd party vendors to ensure all site-related requests are processed and met efficiently, accurately, and timely. Assist with planning the agendas for Service leadership visits to the Service Centers (i.e. handle the logistics) and help ensure the visits runs smoothly.

Leadership: Must be able to influence others over whom s/he has no direct authority (e.g. ensuring 3rd party vendors and site landlords are responsive to our needs and requests).

Problem Solving: Must be able to multi-task and balance competing priorities as well as deal with last-minute shifts in plans with flexibility and composure. Must be able to anticipate issues, develop recommendations to handle these issues, and be comfortable flagging any potential areas of risk or delay to management.

Decision making/Nature of Impact: Must be able to manage a wide range of site-related requests. Must also consider different factors when assisting with events and scheduling and make recommendations on how best to handle, using judgment and decision-making abilities.

Communication Skills: Clear written and verbal communication skills are needed, particularly when fielding site-related requests and handling site-wide communications.

Bachelors Degree Preferred
0 -2 years experience
Comments for Suppliers: This is an onsite, part time position with work days being Tuesday, Wednesday, and Thursday.

Keywords: Careerbuilder-US, Cleveland , Administrative - Administrative Assistant - III, Administration, Clerical , Cleveland, Ohio

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