Administrative Assistant- Maintenance

We are a global leader in the design, manufacture, and distribution of ophthalmic lenses, frames, and sunglasses. We offer our industry stakeholders in over 150 countries access to a global platform of high-quality vision care products such as the Essilor brand, with Varilux, Crizal, Eyezen, Stellest and Transitions, iconic brands that consumers love such as Ray-Ban, Oakley, Persol and Oliver Peoples, as well as a network that offers consumers high-quality vision care and best-in-class shopping experiences such as Sunglass Hut, Lens Crafters, and Target Optical, and leading e-commerce platforms.

Our unique business model and relentless pursuit of operational excellence ensures that consumers everywhere have access to products. Balancing speed, efficiency and proximity, the Company manages a global supply chain with cutting-edge technology, based on centralization for frames and on a capillary network for lens finishing and prescription laboratories. In our dynamic environment, fueled by technology and innovation, our people have the space to pioneer new solutions.

The Facility Maintenance Administrative Assistant is responsible for and provides administrative support to the Maintenance Team; makes recommendations for improvements and develops work flow processes and procedures. The Administrative Assistant is a team player and demonstrates consistent high-level performance and maintains the utmost professional demeanor and highest level of confidentiality and trust.

• Work Order System - Megamation Software;
  Enter, track, assign, manage, and close maintenance work orders
• Purchasing Receiving supplies and parts
• Inventory & Cycle Counting
• Space Management – Set up of conference rooms, classes, office assignment, etc.
• Monitoring Vendor Processes/ Services with outside contractors for the Facility-Housekeeping, Food/Vending, Landscape, Pest Control, Janitorial, Waste Management, and more.
• Assumes additional responsibilities and perform special projects as needed or directed.
• Maintains various databases, spreadsheets, files, and/or filing systems; maintaining records or invoices.
• Assist the maintenance team in the training and team development
• Support, follow, and monitor all safety requirements / expectations
• Collaborate across departments throughout the facilities and other channels for administrative tasks and needs.
• Provides support for daily communications to senior leadership with regards to KPI Metric reporting and more
• Organizes and prioritizes daily administrative responsibilities, organizes multiple projects with the senior team effectively; ensures important matters receive top priority. Proactively manages department commitments and timelines such as project status updates, performance appraisals, etc.
• Maintain calendars and meeting agendas.
• Drafts correspondence as necessary and produces error‑free and grammatically correct documents.
• Organizes and coordinate complex meetings and events as required.
• Anticipates and follows up on requests and issues with a proactive, problem‑solving approach.
• Organizes and maintains files and sensitive information.
• Maintains a high level of confidentiality and exercises good judgment.
• Assists with generating and developing operational spreadsheets, forms, etc. as needed.
• Any other duties as deemed necessary required or requested by Leadership or the Operation.

• 5+ year’s administrative experience
• Advanced proficiency with Word, Excel, PowerPoint, Outlook, Visio, etc.
• Strong organizational and prioritization skills, and ability to balance multiple tasks
• Ability to work independently and exercise sound judgment
• Advanced grammar and English skills

• Bachelor’s Degree
• Materials Management Purchasing and Vendor Services
• 5-10 years of Administrative Management experience; proficient in Microsoft Office (Word, Excel, and PowerPoint)
• Excellent customer service, communications, and interpersonal skills
• Ability to work independently
• Demonstrates customer and employee sensitivity;
• Excellent written and verbal communications skills
• Strong critical thinking skills
• Strong data gathering and analysis; use of spreadsheets to…