Experience:
1-3 years of experience
Concerned about your lack of experience? Learn More...
Employment Type:
Full time
Posted:
8/30/2017
Job Category:
Administration
See more jobs for students and recent grads who studied:
Building Service Administrator
Insight Enterprises, Inc. | Addison, Illinois
Tell Us More About Your Job Preferences
By telling us what you think of this job, we can help find jobs that match your interests. If you want to see more jobs like this, click on the smiley face. Or if this job isn't what you are looking for, click the frowny face. Learn More...

Follow This Company
Share

Job Description

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 Company’s 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 Company’s 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 Q4’s 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.
  • Liaise with appropriate city / state officials and other governing authorities (County Trip Reduction Program), where applicable.
  • Manage switchboard operations and documentation, where applicable.
  • Assist Facilities Manager with management of all functions within the organization.
  • Departmental expert specific to Word, Excel, SAP and Concur.
  • Must be capable of handling multiple assignments and tasks, prioritizing as required and consistently meeting deadlines.
  • Ensure adequate coverage in the absence of certain departmental teammates.
  • Back-up teammate that manages the Company’s real estate management database to monitor critical dates, notify and respond to internal customer requests regarding lease data, i.e.: lease terms, Tenant rights and options, action dates, etc.
  • Provide administrative Building Services support and other departmental related functions as required / directed by management. 
  • Work hours may include occasional evenings and weekends to support deadlines.

 

MINIMUM REQUIREMENTS

Education and/or Experience

High school diploma and four years related work experience / training or combination of education and experience; or Bachelor’s degree and one to two years related work experience / training or equivalent combination of education and experience.

 

KNOWLEDGE, SKILLS AND ABILITIES

Ability to multitask and prioritize in a fast-paced environment.  Independent worker with strong organizational and team skills.  Excellent communication skills, both verbal and written.  Proficiency in Microsoft Office Suite with focus on Word, Excel, PowerPoint and Outlook.  Experience with proprietary lease database or related specialty software such as SAP or Concur is a plus.  

The position described above provides a summary of some the job duties required and what it would be like to work at Insight. For a comprehensive list of physical demands and work environment for this position, click here.

 

About Insight

Insight’s success begins with our people making meaningful connections every day. Our culture lives in our teammates. Insight is looking for great people who will embrace our values of Hunger, Heart and Harmony. Hunger to create new opportunities for our clients. Heart to make a positive impact in people’s lives. Harmony to celebrate each other’s unique contributions to bring solutions to clients.

 

Join our team as we work to deliver the best solutions through Intelligent Technology Solutions™, the new IT.

  • Global technology provider of IT hardware, software and service solutions
  • Fortune 500 company founded in 1988 with clients around the globe
  • $5.5 billion in revenue for 2016
  • 6,400+ teammates worldwide
  • 2017 Arizona’s Most Admired Companies (AZ Business Magazine), 2016 Best Places to Work (Phoenix Business Journal)
  • 2017 Dell EMC Titanium Black Partner, 2016 HP US Personal Systems Reseller of the Year, 2016 Cisco Gold Certification in North America, Microsoft’s largest global partner

 

Today's talent leads tomorrow's success. Learn about careers at Insight: jobs.insight.com.

 

Insight is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation or any other characteristic protected by law.

 

Posting Notes: Addison || Illinois (US-IL) || United States (US) || FIN-LEG || None || Addison, IL ||

About Insight Enterprises, Inc.

Insight Enterprises, Inc. (Insight) is a provider of brand-name information technology (IT) hardware, software and services to large enterprises, small to medium-sized businesses (SMB) and public sector institutions in North America, Europe, the Middle East, Africa and Asia-Pacific. The Company operates in three geographic operating segments: North America; Europe, Middle East and Africa (EMEA), and Asia and Pacific (APAC). Insight is located in 22 countries, and supports clients in 170 countries, transacting business in 17 languages and 13 currencies. The Company's offerings in North America and the United Kingdom include brand-name IT hardware, software and services. Its offerings in the remainder of its EMEA segment and in APAC only include software and select software-related services. In March 2007, the Company completed the sale of PC Wholesale, a division of its North America operating segment, which was engaged in the business of selling IT products. (Source: 10-K)

This company profile was created by AfterCollege and is about Insight Enterprises, Inc.. This page is not endorsed by or affiliated with Insight Enterprises, Inc.. For questions regarding company profiles, please email: care@aftercollege.com.