Office Services Administrator

Administrative Support

This position provides administrative support to the Enclave Facility Management group by supporting programs, projects, and processes. This position will be responsible for administrating the facility management software, oversight of the Sysco procurement card system, vendor setup, and maintenance, the employee food purchasing program, Office Services support, and Office Supply inventory.

Responsibilities : Pcard system :

Initial setup, training, and maintenance of Pcard users

Oversight of processes and timelines to ensure users are meeting deadlines

Tracking of Pcard holders and monitor limits, reporting to management when limits are reached

Indirect vendor setup and maintenance

Obtain required information from vendors set by corporate standards

Audit indirect vendor certifications are on file and update the Ebix system with new information

Sysco SBS associate food purchase program :

Setup and train associates on the ordering process

Assist associates in answering questions and placing orders

Act as SBS liaison to ensure orders are placed correctly with the Houston operation company (OpCo)

Assist with the coordination of food distribution to associates

Responsible for maintaining the Facility Management (FM) database and floor plans and management of conference room & hoteling booking :

Single point of contact for hoteling booking and conference room booking

Work cross-functionally to ensure proper roll-out of conference room & hotel booking software to associates

Create, implement, train and maintain Facility Management database, space booking software and floor plans

Work cross-functionally to update FM System and space booking software with move information to ensure accuracy

Tracks and reports occupancy on a weekly basis

Coordinate updates and upgrades to the FM platforms and space booking software to ensure accuracy

Coordinate with Sysco IT on equipment requirements and deployment during the onboarding process

Point of contact for furniture construction projects and crews as needed

Works with construction, furniture, software, equipment vendors (to ensure, oversee projects vendors, deadlines met)

Office Services Support :

Tracks and reports monthly spending trends for utilities and other recurring expenses

Handles monthly reporting for well water to Regional Water Authority

Receives verifies and codes SBS vendor invoices before scanning

Understands the operation of A / V equipment and A / V processes throughout Enclave Campus and / or other Sysco facilities

Performs advanced duties, requiring a thorough knowledge of department and corporate policies and procedures employing specialized skills

Creates, edits and proofreads communications, documents, spreadsheets, and presentation slides from rough drafts, notes, or a variety of letters, memos, documents, reports, or technical forms (includes handling of confidential information)

Enters Remedy tickets for copier and other technical needs of the group, as well as requests building facility maintenance, needs as anticipated and / or required

Uses MS Outlook to create and maintain calendars, schedule and organize activities such as meetings and department activities

Processes office services invoices and expense reports for payment ensuring proper cost center and G / L codes are used

Maintain adequate levels of SBS Office Services supplies inventory :

Inventories office and janitorial supplies and equipment

Procures supplies, equipment, and software for SBS in multiple systems, including office supplies, coffee bar supplies, janitorial supplies, technical equipment, software, security and safety supplies, and special orders

Performs other support duties as assigned

Qualifications : Experience :

At least 2 years of professional administrative or project management experience

Proficiency with Microsoft Office Suite software including Word, Excel, PowerPoint, and Outlook; proficient in the use of tables, formatting, formulas, clipart / graphics, presentations, project tracking, etc.

Education :

High School diploma or equivalent

Associates Degree or equivalent

Professional Skills :

Excellent interpersonal and customer service skills with the ability to communicate verbally and in writing with all levels of associates and external parties including customers and vendors

Strong detail and quality orientation

Exceptional written and verbal communication skills; excellent telephone etiquette

Strong planning organizing skills, impeccable follow-up and exceptional attention to detail

Must have the ability to plan and prioritize workload to meet day to day needs

Must demonstrate a sense of urgency and the ability to work in a fast-paced environment

Strong working knowledge of the rules of effective English usage, including subject / verb agreement, tenses, and basic grammar

Ability to maintain confidentiality and exercise discretion with regard to confidential and sensitive information

Ability to work on multiple projects concurrently and capable of working with little direct supervision

Problem-solving skills in identifying and correcting problems

Supports continuous improvement processes

Certificates, Licenses and Registrations :

Certified Professional Secretary (CPS) certification preferred, but not required.

Physical Demands :

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit, stand, walk and use hands and fingers to operate a computer keyboard, mouse, and telephone to talk and hear. The employee is frequently required to sit and reach with hands and arms. The employee must occasionally lift and / or move up to 25 pounds.

Working Conditions :

The above information on this description has been designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of associates assigned to this job. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of knowledge, skill and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.