Administrative Support Coordinator II - Facilities Administrative Services

Tasks

• Assign and code chartfield strings for financial postings
• Assist staff on procurement and billing processes
• Assist with purchase requisitions and purchase orders
• Coordinate TMA work orders for capital projects
• Coordinate daily office activities
• Coordinate vendor and security access
• Document and improve administrative processes
• Maintain filing systems using Microsoft Teams SharePoint and OneDrive
• Maintain project files and records in TMA
• Manage mail packages and document routing for digital signatures
• Manage procurement documents and contract records
• Order office supplies and project materials
• Oversee and document daily vehicle usage and monthly reports
• Prepare correspondence and specialized documents
• Prepare meeting materials and agendas
• Prepare requisitions service agreements and public works contracts
• Process accounts payable invoices and reimbursement requests
• Process travel authorizations and reimbursements
• Proofread documents for accuracy and compliance
• Reconcile TMA transactions with general ledger
• Reconcile credit card transactions and billing documents
• Reconcile travel PCard reports and conference registrations
• Schedule meetings and manage ITAV equipment
• Support onboarding and offboarding
• Take and distribute meeting minutes
• Track and process project invoices for payment
• Track contractor payments and project paperwork

Perks/Benefits

• N/A

Skills/Tech-stack

Accounts Payable | Chartfield strings | Digital signatures | Document Management | Invoice processing | Meeting Minutes | Microsoft Teams | OneDrive | PCard | Purchase orders | SharePoint | Tableau | Travel card