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Posted: Tuesday, September 12, 2017 7:38 AM

Req ID: 53462

BASIC FUNCTION OF JOB

Act in an administrative capacity for the Facilities Department and provide general support to the Facilities Manager / Director. Prepare departmental reports and correspondence, process invoices for payment following all financial protocols, arrange conference / meeting room setup, respond to inquiries and schedule service requests in a timely manner. Maintain all service contract, vendor contact information and equipment lease files (hard / soft copy) in an organized fashion.



The position will be responsible for vendor payments, database upkeep, special projects and the coordination of all facilities and security transactions supporting the Companys business. Monitor budgets and accruals to ensure the department is fulfilling obligations specific to financials. Interact with other departments within the Company as well as outside personnel and act as liaison between Building Services and outside vendors. This position is an integral part of the Facilities / Corporate Real Estate Department, which is tasked with the oversight and management of the Companys Facilities and Global Real Estate Portfolio.



WORK PERFORMED

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.



Essential Functions of the Job:

: Participate in budget preparation and administration. Review month end financial data in detail with Facilities Manager / Director and other Departmental staff, keeping them appropriately informed.
: Report, monitor and control financial expenditures involving the Facilities Department. Ensure purchase orders are created and issued based on annual budgetary forecasts or in a timely manner for any goods / services requested, ad hoc. Maintain oversight of the entire P.O / invoice payment process. Contact all vendors prior to Q4s end to ensure all outstanding invoices are captured in the correct year.
: Maintain and analyze expense data, preparing and distributing monthly / quarterly analyses with variance explanations for all accounts inconsistent with budget, providing monthly tracking reports consisting of current and cumulative spending with comparison to budget allowance.
: Maintain rigorous financial controls and adherence to financial policy and procedures. Initiate investigations in conjunction with the Security / Internal Audit Departments for any unusual or unexplained charges to the Company. Review any situations where unexpected charges were not budgeted or properly approved. Perform cost center / general ledger reclassifications for any invoices not put into the proper account.
: Monitor capital projects to ensure expenditures are appropriately applied.
: Act as single point of contact for all third party vendors and liaise with appointed vendors / contractors to provide various services to the Company.
: Maintain contract / service agreement database and notify management of upcoming agreement terminations or renewals.
: Request, document and maintain Certificate of Insurance for all vendors performing work or services onsite, where applicable.
: Assist with all cancelations specific to vendor notification letters.
: Assist management team with duties associated with CA Service Desk ticket system, including but not limited to creation, maintenance and completion of tickets.
: Work with teammates to maintain departmental Intranet website to insure information is current and accurate.
: Maintain the Facilities Operations Manual, where applicable.
: Maintain and distribute MSDS book information as needed, where applicable.
: Schedule document shredding and document storage services.

Source: https://www.tiptopjob.com/jobs/71428282_job.asp?source=backpage


• Location: addison, Chicago

• Post ID: 76806702 chicago
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