Administrative Assistant Senior

Location: Beaver

Job Summary

The Administrative Assistant for Finance and Facilities provides comprehensive administrative and operational support to the Finance Department and Facilities Management team. This position ensures efficient workflow by assisting with financial processes, facilities coordination, recordkeeping, and internal communications. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.

Nature of Work

The Administrative Assistant for Finance and Facilities performs a blend of clerical, logistical, and coordination duties that support the overall efficiency of financial operations, facility management, and fleet administration. This role requires a proactive and detail-oriented individual capable of working independently while maintaining a high level of accuracy and professionalism. Work involves frequent interaction with internal departments, vendors, and service providers, and demands strong organizational, communication, and time management skills.

The position may involve handling confidential information and requires discretion, sound judgment, and the ability to prioritize tasks in a dynamic environment.

Distinguishing Characteristics

Performs other functions as required or assigned. Also complies with all Policies and Standards.

Summary of Responsibilities

Finance Support:

• Assist with data entry, filing, and documentation of financial transactions.

• Prepare and maintain spreadsheets, reports, and records related to budgeting, purchasing, and expense tracking.

• Support the processing of invoices, purchase orders, and vendor communications.

• Coordinate with the accounting and procurement teams to ensure timely and accurate
processing of documents.

• Help schedule and prepare materials for audits, meetings, and financial reviews.

Facilities Support:

• Act as a point of contact for internal facilities-related requests (e.g., maintenance, supplies,
space needs).

• Maintain facilities records, including maintenance logs, vendor contracts, and compliance
documents.

• Support scheduling and coordination of facility maintenance, inspections, and service provider visits.

• Track inventory of office and facility supplies and place orders as needed.

Fleet Management Support:

• Assist in tracking and maintaining fleet records, including registrations, insurance, mileage logs,
and maintenance schedules.

• Coordinate routine servicing and repair appointments for fleet vehicles.

• Monitor fuel usage and compile fleet usage reports as needed.

• Serve as a liaison between drivers, vendors, and internal departments for fleet-related needs.

• Help ensure compliance with fleet policies and safety standards.

Administrative Functions:

• Provide general administrative support, including managing calendars, scheduling meetings, and drafting correspondence.

• Maintain electronic and physical filing systems for both finance and facilities.

• Assist with onboarding and training of new staff related to finance and facilities procedures.

• Support special projects and process improvement initiatives as assigned.

Professional Development

• Compliance training is to be completed routinely and timely.

• Participate in additional professional development opportunities through Linked In Learning
and professional organization affiliations.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty
satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or
ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills/Abilities

• Proficiency in Microsoft Office Suite

• Excellent organizational skills. Ability to organize, plan, and set priorities.

• Experience using standard office equipment, filing systems and records management.

• Ability to carry out assignments and meeting deadlines.

• Be punctual, dependable, and adaptable to the work environment.

• Demonstrated professionalism in behavior and dress.

• Ability to multi-task and solve problems within the scope of the responsible office.

Education

Bachelor's Degree -…