Project Admin Assistant

Job Description

• This position helps provide and maintain facilities which give Church members places where they can worship, teach, learn, pray together, make and renew covenants, and receive sacred ordinances. Each Church facility that is built and/or maintained should 1) Provide a spiritual setting for members to worship and 2) Present an image of reverence and dignity in the community. This position assists the Facilities Manager (FM) to ensure timely maintenance to facilities using established processes and standards of maintenance, repair, and replacement and administrative support to a facilities management workgroup. This is a senior-level support, individual contributor role.

Responsibilities

• Typical responsibilities include but are not limited to:
• Leading lower level employees through training, mentorship and/or day to day direction.
• Proactively anticipating future needs and making recommendations.
• Assisting project teams by coordinating project details and following up on pending needs to ensure that deadlines are met.
• Assisting with budget preparation and control activities including monitoring project or department/area budgets.
• Performing research, analyzing information, and making recommendations based on findings.
• Compiling complex data/information from a variety of sources to prepare memos, documents, reports, spreadsheets (including charts and graphs), and presentations using a wide range of software and platforms.
• Taking meeting minutes and managing meeting documentation.
• Using computer apps and software to schedule meetings and appointments and maintain calendars - usually for multiple leaders.
• Managing email in-box(es) of assigned leader(s) to agreed level.
• Making travel arrangements.
• Presenting at meetings.
• Supporting office resiliency operations and response (emergency response).
• Planning, organizing, and executing large meetings, conferences, and other events.
• Answering complex telephone and email requests.
• Other duties as assigned.

Qualifications

Required:

• 3 years of any combination of related experience or progress towards or completion of a relevant university (post-secondary) degree or an industry-recognized certification.
• Diverse clerical experience or equivalent demonstrating the following skills: Computer skills and experience including Windows, Microsoft Applications, and aptitude to learn other software applications as needed.
• Communications skills, including professional phone etiquette and effective business writing.
• Basic business accounting skills, including understanding of invoices, purchase orders, contracts.
• Organizational skills including filing, scheduling, time management, and prioritization.
• Ability to communicate effectively and courteously with all individuals, including priesthood leaders managers, fellow employees and vendors.
• Strong customer-oriented, results-oriented, and adaptability and flexibility skills.
• Experience in account and payment management.
• Computer skills and experience including Windows, Microsoft Applications, and aptitude to learn other software applications.
• Results-oriented performance and flexibility to adapt to various situations and contexts ensure effective and efficient support in daily operations.

Preferred:

• A recognized university (post secondary) degree, directly related experience, and applicable industry-recognized certifications.
• Capacity to communicate in English (not fluent, but enough to be part of trainings and calls with the area and HQ).
• Power BI abilities to support the facility manager group management.
• Proven knowledge of accounting and local tax system.