Facilities Administrative Assistant II

hace 7 días

Madrid, Madrid, España Fortrea A tiempo completo

Job Overview
Perform and coordinate a variety of tasks to support the company, as part of the leadership of the office service team.

Summary Of Responsibilities

  • Order office supplies for firm; perform associated administrative tasks, including coding and assembling of invoice packages for accounting. Research costs and supplies for various office items and equipment. Solicit competitive bids.
  • Ensure smooth and consistent operation of office services on a daily basis. Conduct daily/monthly/annual meetings in the office, coordinate work and schedules. Providing all the necessary support for proper development of the activity.
  • Trouble-shoot problems with office equipment and furniture. Place service calls to appropriate vendors for office equipment and office facilities. Communicate outages to staff.
  • Printers' management. Take monthly copier meter readings. Code and assemble copier invoices for accounting. Solicit copier meter readings from CA office services group.
  • Serve as reception desk. Backup office assistants in all their functions.
  • Suggest new processes, or modification of old processes, to improve Office Services' efficiency.
  • Coordinate internal staff moves and assist with minor furniture modifications and moves.
  • Maintain central files and Records, owning all associated responsibilities. Maintain the central files database, deal with requests with off-site file storage, store hard and electronic copies of all company/client contracts, proposals, and other communications, assist with audits. Work with Finance in Records Management.
  • Payments management to vendors, having a good knowledge of the company's tools for invoice and payment management. Assist with managing invoice queries as raised by Accounts payable or in communication with vendors.
  • Delivery and collection for IT equipment and mobiles. Management of inventories for mobile devices.
  • All other duties as needed or assigned.

Qualifications (Minimum Required)

  • High school diploma or GED.
  • Fortrea may consider relevant and equivalent experience in lieu of educational requirements.
  • Basic knowledge of proper office procedures and office etiquette.

Experience (Minimum Required)

  • Minimum two years in office services at increasing levels of responsibility.
  • Extremely organized, with great attention to detail and follow-through.
  • Effective communication skills.
  • Basic mathematical and computer skills.
  • Strong customer service skills.
  • Ability to take direction.
  • Ability to manage tasks and coordinate with co-workers to achieve desired results.
  • Work well in a team environment.

Language Skills (Required)

  • English: fluent speaking/writing/Reading

Physical Demands / Work Environment

  • Primarily a desk job with occasional requirements of physical work such as, but not limited to, moving boxes or furniture up to 50 lbs., delivering packages, running errands, etc.
  • Position may require occasional overtime.

**This is a temporary substitution contract to replace an employee with the right to job retention.**

Learn more about our EEO & Accommodations request here.

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