Administrative Assistant

Job Overview

This position delivers essential financial and administrative assistance within facilities management operations. Core duties include forecasting budgets, tracking savings programs, handling KPI reporting, managing purchase orders and invoices, overseeing accruals, and supplier coordination. The role primarily requires presence onsite with an option to work remotely one day per week. The selected candidate will undergo a comprehensive 7-week training starting November 3, overlapping with the current employee who will start maternity leave on December 23.

Primary Responsibilities

• Forecasting capital expenditures and financial planning
• Monitoring and reporting on programmatic savings
• Overseeing Fabriq KPI performance management and reporting
• Handling purchasing orders, invoice processing, and accruals
• Managing vendor relationships and supplier interactions
• Administering utilities, rentals, and maintenance financial activities
• Preparing detailed reports, maintaining communications and records
• Supporting internal workflows, meetings, and projects as needed
• Collecting and disseminating financial and operational data to stakeholders
• Identifying process issues and suggesting improvements
• Providing assistance and guidance to colleagues when required
• Executing other assigned duties

Candidate Requirements

• At least 4 years of relevant experience in financial and administrative roles
• Proven expertise in forecasting, budgeting, tracking, and financial reporting
• Skilled in managing purchase orders, invoices, and accruals
• Advanced proficiency in Excel and data management
• Exceptional attention to detail and organizational capabilities
• Ability to work autonomously with minimal supervision
• Strong communication skills with effective stakeholder management
• Ability to prioritize multiple tasks and adhere to deadlines
• Experience in facilities management, property, procurement, or related areas is a plus