Facilities Administrative Assistant

Under the guidance of the Operations Support Manager, the Administrative Assistant plays a key role in the day-to-day administrative and ancillary needs associated with running the Department. Most importantly, the Facilities Administrative Assistant is responsible for providing administrative support to the Facilities & EVS Departments, and use independent judgment and initiative in the planning and organization of confidential and time sensitive administrative assignments.Essential Duties & Responsibilities1. Carries out day-to-day office administrative functions; ensures all records and files are maintained and held securely and that confidentiality of information is upheld. Assists Department management staff with general administrative tasks such as record keeping, copying, filing, organizing, scheduling, developing documents, answering and directing phones. Inputs, tracks, and files training records for all Department team members. Coordinates communication and distributes information to management, Department personnel, and vendors to provide general information and status of activities. Demonstrates the ability to exercise utmost discretion with confidential information including, but not limited to: credit card information, personnel and Department data.2. Processes quotes, proposals, and invoices for Department supply and material orders and services to include any contracted services. Tracks Department expenditures by logging all requisitions into budget ledger for accurate spend amount by ledger account. Tracks all pending orders and follow ups with Procurement Department.3. Responsible for updating, reconciling, submitting and distributing of payroll and schedules for the Facilities and EVS Departments; updates and submits employee time and attendance. Maintains and tracks department attendance performance, advises department management when disciplinary action is necessary, and tracks completion. 4. Requests updates from management on all key exception reports received. Acts as liaison with Procurement Department to execute service contracts and agreements, and purchases. Contacts department vendors to schedule and follow up on any and all service requests.5. Supports Department Directors with keeping meeting notes, providing updated on procurement status, budget variances, and any other items requested.6. Assists Department with timely requests for service repair orders with other departments. Maintains office inventory stock and purchases additional supplies as directed.7. Performs other duties as assigned to support the efficient operation of the Department.Education/Experience/QualificationsHigh School Diploma or GED required.Minimum of two (2) years related administrative experience required.Proficiency in Microsoft Suite of Products - specifically Word, Outlook, PowerPoint and Excel.Experience with internet web navigation applications and acquaintance with other business software.Ability to perform efficiently in a fast paced, high demand environment.Equivalent combination of education and progressive, relevant and direct experience may be considered in lieu of minimum educational/experience requirements indicated above.Certificates/Licenses/RegistrationsAt the discretion of the San Manuel Tribal Gaming Commission you may be required to obtain and maintain a gaming license.San Manuel Band of Mission Indians and San Manuel Casino will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!

Created: 2025-11-15