JM Family Enterprises
The
Administrative Specialist
will work in the facilities department and will be a highly resourceful team-player, who is comfortable in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The individual will have the ability to exercise good judgment in various situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Responsibilities:
Customer Service Support including:
Effectively handle all communications with a high degree of professionalism, accuracy, and confidentiality. Answer phones Coordinate support resources as needed. Assist customers with online work requests. Assist customers with conference room setup inquiries and planning. Facilities Maintenance Work Order Support:
Assist maintenance team with vendor callouts and follow up for service and repairs. Work order entry, updates and follow up using IWMS system. Provide support of asset management in the IWMS system by updating equipment information, generating PM work schedules as directed and assign PM work tickets internally or externally. Monitor incoming work request queue and escalate time sensitive requests. Accounting Support including:
Invoice coding, review, scanning and resolution. Credit card reconciliation and check requests. Manage calendars and appointments, completing expense reports; composing and preparing correspondence; coping, reviewing outside mail, scanning, and filing documents, updating contacts, arranging detailed travel plans, itineraries, and agendas. Assist Managers in preparing reports and updates, project documents and power point slides. Set-up and maintain Departmental files. Assist the team with purchases of supplies and parts as needed. General administrative include but not limited to, support including team meeting planning/event planning and catering, and enterprise facilities vehicle maintenance/registration coordination. Monitor SET fuel levels and coordinate deliveries. Monitor site refuse levels and manage vendor pick-ups. Qualifications:
Minimum 3 years' experience in an administrative support capacity required; Facilities experience preferred. High school diploma Prior experience with a work management platform preferred (i.e. help desk ticket system) Proficient PC Skills required with a focus on Microsoft Office products including Word, Excel, and PowerPoint. Exceptional administrative and customer service skills with an emphasis on strong organizational and time management expertise. Excellent telephone etiquette, professional demeanor, and ability to screen calls diplomatically and effectively. Strong verbal, written and interpersonal communication skills with adeptness in dealing with individuals of all levels, both internal and external. Must have effective organization and follow-up skills. Ability to handle multiple priorities in a fast-paced environment. Must possess sound judgment and ability to handle issues with discretion and diplomacy. Ability to maintain a high level of confidentiality. Ability to work overtime as needed.
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This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of JM Family. All work arrangements are subject to associate performance, business need and manager discretion, and may be revised as necessary.
JM FAMILY IS PROUD TO BE AN EQUAL OPPORTUNITY EMPLOYER
JM Family Enterprises, Inc. is an Equal Employment Opportunity employer. We are committed to recruiting, hiring, retaining, and promoting qualified associates without regard to age, race, religion, color, gender, sex (including pregnancy, childbirth and related medical conditions), sexual orientation, gender identity, gender expression, mental or physical disability, national origin, marital status, citizenship, military status, genetic information, veteran status, or any other characteristic protected by federal, state, provincial, or local law.
DISABILITY ACCOMMODATIONS
If you have a disability and require a reasonable accommodation to complete the job application process, please contact JM Family's Talent Acquisition department at talentacquisition@jmfamily.com for assistance. If you have an accommodation request for one of our recruiting events, please notify us at least 72 hours prior so that we may provide assistance.
Administrative Specialist
will work in the facilities department and will be a highly resourceful team-player, who is comfortable in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient. The individual will have the ability to exercise good judgment in various situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Responsibilities:
Customer Service Support including:
Effectively handle all communications with a high degree of professionalism, accuracy, and confidentiality. Answer phones Coordinate support resources as needed. Assist customers with online work requests. Assist customers with conference room setup inquiries and planning. Facilities Maintenance Work Order Support:
Assist maintenance team with vendor callouts and follow up for service and repairs. Work order entry, updates and follow up using IWMS system. Provide support of asset management in the IWMS system by updating equipment information, generating PM work schedules as directed and assign PM work tickets internally or externally. Monitor incoming work request queue and escalate time sensitive requests. Accounting Support including:
Invoice coding, review, scanning and resolution. Credit card reconciliation and check requests. Manage calendars and appointments, completing expense reports; composing and preparing correspondence; coping, reviewing outside mail, scanning, and filing documents, updating contacts, arranging detailed travel plans, itineraries, and agendas. Assist Managers in preparing reports and updates, project documents and power point slides. Set-up and maintain Departmental files. Assist the team with purchases of supplies and parts as needed. General administrative include but not limited to, support including team meeting planning/event planning and catering, and enterprise facilities vehicle maintenance/registration coordination. Monitor SET fuel levels and coordinate deliveries. Monitor site refuse levels and manage vendor pick-ups. Qualifications:
Minimum 3 years' experience in an administrative support capacity required; Facilities experience preferred. High school diploma Prior experience with a work management platform preferred (i.e. help desk ticket system) Proficient PC Skills required with a focus on Microsoft Office products including Word, Excel, and PowerPoint. Exceptional administrative and customer service skills with an emphasis on strong organizational and time management expertise. Excellent telephone etiquette, professional demeanor, and ability to screen calls diplomatically and effectively. Strong verbal, written and interpersonal communication skills with adeptness in dealing with individuals of all levels, both internal and external. Must have effective organization and follow-up skills. Ability to handle multiple priorities in a fast-paced environment. Must possess sound judgment and ability to handle issues with discretion and diplomacy. Ability to maintain a high level of confidentiality. Ability to work overtime as needed.
#LI-CD1
#LI-Onsite
This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of JM Family. All work arrangements are subject to associate performance, business need and manager discretion, and may be revised as necessary.
JM FAMILY IS PROUD TO BE AN EQUAL OPPORTUNITY EMPLOYER
JM Family Enterprises, Inc. is an Equal Employment Opportunity employer. We are committed to recruiting, hiring, retaining, and promoting qualified associates without regard to age, race, religion, color, gender, sex (including pregnancy, childbirth and related medical conditions), sexual orientation, gender identity, gender expression, mental or physical disability, national origin, marital status, citizenship, military status, genetic information, veteran status, or any other characteristic protected by federal, state, provincial, or local law.
DISABILITY ACCOMMODATIONS
If you have a disability and require a reasonable accommodation to complete the job application process, please contact JM Family's Talent Acquisition department at talentacquisition@jmfamily.com for assistance. If you have an accommodation request for one of our recruiting events, please notify us at least 72 hours prior so that we may provide assistance.