Assistant to the Director of Facilities

The Episcopal School of Dallas
Dallas, TX United States

Purpose:  Under the direction of the Director of Facilities, the Assistant to the Director of Facilities provides a seamless transfer of duties to assist in the day-to-day operations of the facilities department to allow for increased communication, greater efficiency, and high-level support for the benefit of the central function of the school.

Essential Functions:

Provide administrative support to the Director and Facilities department

  • Answer the facilities office phone.
    • Respond to and resolve called-in requests and concerns in a timely manner.
    • Input work orders and assign to the appropriate person per protocol.
    • Screen calls from vendors for the Director and return calls when necessary.
  • Maintain weekly billing functions.
    • Input invoices into the budget management system.
    • Code and prepare invoices for approval.
    • Match and code receipts for multiple credit card statements.
    • Monitor check register to ensure proper processing of invoices by accounting.
  • Ensure completion of purchase orders for housekeeping, maintenance, and repair supplies.
    • Research and incorporate the most cost-efficient suppliers and distributors.
    • Ensure that the purchase order coding process is followed providing details of each order.
  • Audit of service contracts and reporting of contract expiration dates to the Director.
    • Assist in monitoring of contract expiration dates, through Google Calendar.
    • Prepare extension and termination letters, as needed in advance notice on dates of termination.
  • Maintain log books and follow check-in and check-out procedures
    • Ensure policies are properly followed as it relates to the check-in of contractors and vendors on-site via Rapture software.
    • Ensure policies are properly followed regarding the check-out of facilities vehicle keys, use of the facilities gas and credit card, and access to the rental houses on Montwood.
  • Perform miscellaneous administrative duties
    • Assist in the management of the Montwood properties including arranging for vendor site inspections and coordinating vendor work with tenants.
    • Assist in the training of new employees on internal and external software systems.
    • Cover for the Receptionist at the main entrance as needed.
    • Effective management of digital and physical filing systems for invoices and service contracts.
    • Management of vendor contact database.
    • Make service calls.
    • Sign for deliveries.
    • Attend and take notes on all calendar event meetings and communicate to facilities what the event will need.
    • Meet with Administrative Assistants and Event Coordinators on all major events.
    • Assist in coordinating all major events.
    • Volunteer to work on major events for other departments.
  • Miscellaneous financial analysis of special projects as needed.

Perform other duties and responsibilities as assigned.

Contact Information

Please apply through the following link.