Facilities Administrative Assistant

TITLE:

Facilities Administrative Assistant

DEPARTMENT:
Facilities

REPORTS TO:

Sr. VP of Facilities & Security

STATUS:
Full-time, Non-Exempt

PAY RATE: $25.00 - $27.00/hour

LOCATION:

Chicago, IL, Onsite

This is a full-time Administrative Assistant position that provides administrative and office support tothe Senior Vice President of Facilities and Security, Environmental Quality, Coral Reef II, Technology,Finance and Security Teamsonsiteatthe main aquarium building and at the CACS.

S/heis responsibleforallprocurementprocessesand procedures relatedtopurchase ordersand contracts.

Timekeeping and processing of electronic payroll.

Provides capital and operational budget tracking for the Facilities and Water Quality group. Maintains the organizational emergency contact listsfor the Security team. Provides support to the Facilities team forthe preventative maintenance and service desksystems.

Supports schedule management for the Senior Vice President of Facilities. Providesgeneralsupportto the Facilities Management Teamandmaintainsanoffice environment.

include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Demonstrate commitment to Shedd’s vision,mission and values.
• Purchasing:
  • Producespurchase orders, check requests,tracksinvoicesand expense reports.
    
    Responsible forsendingfinal approvedpurchase ordersto vendorsandcontractors.
  • Work closely with
    
    Purchasing
    
    Director as updated purchasing information becomes available.
  • Request new vendor setup inpurchasingportal(Intacct)
  • Maintainscredit cardpurchasesand monthly reconciliation of credit cardpurchasesfor Facilities,Water Quality, Technology Teamsand Shedd Aquarium Vehicles  #3 and #4
  • Produce detailed line-by-line purchase orders for Instant Ocean deliveries for themainaquarium building and the CACS
  • Producesmonthly cleaning supplies purchase orders.
  • Coordinates with outsourced project managers oncontracts and purchase ordersto vendors that support their projects.
  • Producespurchase ordersfor Coral Reef IIinMiami, Florida.
  • Coordinates with the Shipping and Receiving Clerk to log in checksreceived in theincomingmailtotheaccounting spreadsheet.
• Electronic Payroll Management(ADP):
  • Reconcilesbi-weeklytimekeepingfor Facilities and Water Quality Teams.
  • Preparesthesign-in timesheet for tracking work time, PTO, Floating Holidays, and Holidaysforall pay periods.
  • MaintainsPTO calendar and tracking of scheduled and unscheduled PTO use.
  • Submitse-time to Vice Presidents for approval.
  • Servesas an e-timebackup to other Administrative Assistantswhen needed for PTO coverage.
• Capital and Operating Budget Tracking:
  • Tracksallpurchasingtransactionsby account codeand maintains the monthly operating and capital spending spreadsheets.
  • Requests project numbers for new projectsannually and whennecessaryduring the year.
• Contracts:
  • Trackandmaintaincontract expirations.
  • Request new scope and cost from vendorfor annual service contract renewals.
  • Assist withRFPprocessforrenewal of existing andnew contracts.
  • Assist with schedulingpre-bid meeting sand walk-throughs.
  • Entersservice agreement data incontractportal.(Ironclad)
  • Issuespurchaseorders referencing contracts.
• Emergency Contact List and Evacuation Sheet:
  • Coordinates the quarterly update of the organization'semergency contact listandupdates the Department’s file in SharePointforpreparedness for evacuation drillsand otheremergencies that may requiremusterreporting.
• Other Administrative Duties:
  • Support Preventiveand Service Deskdata management.(Brightly)
  • Filesand organizesconstruction close-out documents.
    
    Coordinates file transfers with contractors andowners' reps.
  • Scheduling andcalendaringmeetings.
  • Coordinates administrative requests.
  • File/maintain documents in SharePoint.
  • Make travel arrangements for Facilities and Water Quality Teams.
  • Maintain and update Facilities Org chart with headshots.
  • Coordinate onboarding of new employees, includingsetting up workstations, training documents, uniform orders, review of safety policies as well…