Building Assistant

Building Assistant Doheny Eye Institute - 3.4 Pasadena, CA Job Details Full-time $18.57 - $23.56 an hour 1 day ago Benefits Health insurance Dental insurance Flexible spending account Paid time off Employee assistance program Vision insurance Life insurance Retirement plan Qualifications Spanish Word processing English Research High school diploma or GED Typing Clerical experience Office experience Full Job Description

JOB SUMMARY

Provide administrative support to the Director of Facilities and Facilities Management department. Ensures a smooth workflow for all department projects and routine duties at all times.

DUTIES AND RESPONSIBILITIES

Administrative Duties:

1. Provides administrative support to the Facilities Director and department: Photocopies, faxes and/or distributes correspondence. Keeps office organized Establishes and maintains office and recordkeeping systems to ensure immediate access and retrieval of information as requested. Set up and maintains confidential files and records Performs word processing of correspondence, memos and proposals for Facilities Management. Revise materials as needed. Composes preliminary and finals drafts for supervisor's approval; non-routine correspondence for signature. Copies and distributes as required. 2. Reviews incoming correspondence. Determines actions required and follows through to completion. Researches and drafts responses on behalf of department. 3. Screens incoming calls and visitors, determining what contact or action is required for satisfactorily disposition. Assists visitors with resolving problems, often coordinating resolution with other Doheny departments and affiliates. 4. Processes department check requests and purchase orders as needed. 5. Maintains office calendar. Reschedules existing appointments as deemed appropriate. Coordinate and oversee travel arrangements, as needed. 6. Coordinates Maintenance staff response to request. Provides proper notification and communication of work order on daily basis until order is complete. Notifies manager of any delays in completion of work orders. (Percentage of time: 25%) 7. Maintains Doheny conference room schedule. Ensures each request is entered in calendar and confirmations are sent to each requested department. Coordinates with appropriate facilities and IT staff for all set up and/or parking requests. Ensures that conference rooms are not double-booked. (Percentage of time: 10%) 8. Interacts with all administrative staff and department managers in order to provide and obtain information in scheduling of necessary meetings. (Percentage of time: 5%) 9. Maintains Security Access/ID badge system for tenants in accordance with DEI Security Access policy: (Percentage of time: 15%) Ensures access registration form is complete with approval signatures prior to card issuance. Building access levels set up at time of issuance. Provides card database reports on monthly basis and/or as requested by Director. Ensures that tenant parking is only granted with approval. Process picture ID. 10. Provide parking assistance to employees and guests when payment or access is not working correctly. 11. Assists with deliveries and escorts vendors within building for meetings or deliveries that need to be made in person. 12. Performs all tasks in a safe manner in compliance with company safety policies and according to applicable regulations, maintains a neat workstation and environment. 13. Displays courtesy and consideration to patients, guests, physicians, and staff. 14. Maintains confidentially of all department records and information which pertains to patients, physician. 15. Performs special projects or other related work as required or requested. 16. Required to comply with all building regulations.

SUPERVISION

Function under general supervision of Director of Facilities.

EDUCATIONAL EXPERIENCE, TRAINING

Education Minimum Education:

High school degree or GED certificate.

Preferred education:

Completed college/business courses.

Experience Minimum Experience:

Two (2) years office experience in capacity of administrative secretary, including computer experience.

Preferred Experience:

Previous experience in building facilities Three (3) years office experience in capacity of administrative secretary, including computer experience. Bilingual in English and Spanish highly preferred. Abilities and Characteristics Demonstrate proficient English skills, both verbal and written Good telephone etiquette and interpersonal skills Accurate typing and word processing skills @ 55 WPM minimum Ability to determine and establish priorities and handle deadlines effectively and efficiently.

Job Type:

Full-time Pay:

$18.57 - $23.56 per hour

Benefits:

Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Retirement plan Vision insurance People with a criminal record are encouraged to apply Ability to

Commute:

Pasadena, CA 91103 (Required)

Work Location:

In person