Facilities and Construction Administrative Assistant

Berea College - Berea, KY

Full-time - Entry Level

Berea, KY

1,001-5,000 employees

Educational Services

About the position

The Facilities and Construction Administrative Assistant provides essential analytical and clerical support within the Facilities Management Department at Berea College. This role focuses on accounting coordination for projects and maintenance expenses, ensuring accurate financial reporting and operational efficiency. The assistant will also support project documentation, assist with audits, and contribute to the overall management of departmental functions, while fostering a positive learning environment for student workers.

Responsibilities

• Enter accounts payable/receivable, journal entries, purchase requisitions into Banner (ERP).
• Maintain and reconcile financial records on a daily, weekly, and monthly basis within acceptable College Accounting guidelines.
• Administer FM WEX (fleet card program), Box, Outlook directories, TMA, FM DocuSign, meeting calendars, etc.
• Provide excellent customer service response and relationships with campus and external customers.
• Provide clerical support to areas of Facilities Management as needed.
• Manage incoming calls to the department and ensure appropriate actions are taken in a timely manner in accordance with FM policies and procedures.
• Assemble and maintain project and departmental documentation files, standardizing forms and files commonly used by PMs and team leaders.
• Assist with complete assembly of project record documents including contractor/vendor lien waivers, payment applications, insurances, operation & maintenance manuals, construction submittals, record of attic stock with values, record drawings and warranties and other documentation.
• Follow up on collection of all non-received documents and resolve or escalate any issues to the PM.
• Assist team leaders to ensure payroll compliance and departmental payroll submission biweekly.
• Provide inventory and logistics assistance when needed.
• Supervise student workers, scheduling, assigning, and approving work performed.

Requirements

• Associate's degree in Accounting, Project Management, or relevant field is preferred.
• Two or more years of related accounting, bookkeeping, or related financial/customer service experience.
• Excellent interpersonal skills and ability to develop positive working relationships.
• Knowledge of general office procedures and excellent grammar skills.
• Knowledge of computer systems operation including word processing, data entry, and database management.
• Excellent oral and written communication skills.
• Strong analytical skills and ability to prioritize work.
• Ability to task switch effectively and work well with customers, contractors, vendors, and coworkers.
• Knowledge of GAAP and ability to apply it to internal processes.

Nice-to-haves

• Practical knowledge of business processes is highly desirable.
• Willingness to participate in learning and education opportunities to receive certifications.

Benefits

• Health insurance coverage
• Paid holidays
• Professional development opportunities
• Flexible scheduling options