FM Administrative Assistant | Latvia and Lithuania | Part-Time (20 Hours) | Permanent

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 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 individual contributor support role.

Responsibilities

35-45% Prepares purchase requisitions, receives invoices and matches them to purchase orders, ensures accuracy and completeness; compliance to controls; monitors billed items to ensure that they are approved following established processes; prepares payment uploads; prepares financial reports, reviews purchasing card statements; keeps track of all materials and services to see that they have been received or performed; maintains a follow-up file on back orders; maintains finance and Human Resource files; satisfies federal tax information and requirements; under the direction of the FM, communicates frequently with vendors, and contractors. Assists with the establishment of vendors. May prepare contracts and verify insurance documentation.

30-40% Coordinates resolution of facility issues (e.g. through SalesForce), including liaising with local church leaders and vendors. Maintains computer databases: Purchase Orders, Work Orders, Preventive Maintenance Schedules, Employee & Facility records. Liaises between vendors and FM office, including contractors, landlords, and suppliers.

15-25% Performs administrative duties such as typing correspondence and reports; takes minutes at meetings if requested, enters computer data; maintains files; answers telephones; handles in-coming and out-going mail; creates work orders; processes purchase requisitions and orders; attends required training meetings.

10-15% Compiles, produces, and uploads or mails various reports to Area office or stake leaders.

5% Manages office operations including: equipment function, supplies, administration filing, telephone messages etc.

Required

QUALIFICATIONS

• High School Diploma or equivalent
• 2 years administrative or related experience
• Solid administrative support working knowledge
  
  

Key Skills Include The Ability To

• Communicate professionally in writing and verbally.
• Utilize Microsoft Office and other software at an intermediate level to schedule appointments, create and perform analysis on spreadsheets, prepare presentations, take notes and minutes, and create and update word documents. Aptitude to learn other software applications as needed
• Operate and maintain standard office equipment.
• Problem solve and resolve moderately complex conflict and problems through sound decision making
• Organize and prioritize work and needs
• Understand and follow instructions.
• Interact and work with others in a productive and professional way.
• Work with discretion, confidentiality, and integrity
  
  

Communications skills, including professional phone etiquette and effective business writing. Basic business accounting skills, including understanding of invoices, purchase orders, contracts.

Additional requirements: must have an excellent level in English (speak, read and write) and be fluent in one of the Baltic languages (Lithuanian, Estonian, Latvian) and Russian desirable.

Preferably lives in Lithuania or Riga (FM office location), Latvia.