Overview

SIG has an opportunity for a for an Administrative Assistant to join our Facilities team. This team is directly responsible for the design, build-out, maintenance and support of the firm’s critical infrastructure and office space at each of SIG’s US locations. In this role, you will be providing administrative support to the facilities manager and departments, ensuring the smooth operation of our facilities and administrative processes.

In this role you will:

• Provide administrative support to the facilities manager and departments, including managing calendars, scheduling meetings, and preparing documents
• Input all invoices to ReQlogic for the facilities department on a daily basis, ensuring accuracy and timeliness in financial transactions
• Handle payments for remote site rent and utilities
• Collaborate with the Accounts Payable team to ensure timely payment for vendors and resolve any disputes regarding charges and services
• Research and set up new vendors for invoices
• Maintain an Excel Spreadsheet of all active vendors, tracking billing and payment information for easy reference
• Organize and maintain office records and files for all active vendors, ensuring documents are up-to-date and easily accessible
• Assist with generating subcontractor contracts, ensuring all necessary documentation is completed accurately and on time
• Ensure all vendors and sub-contractor certificate of insurance are complete and current

What we’re looking for

• Proven experience in an administrative support role, preferably in a facilities or similar environment
• Proficiency in Microsoft Excel
• Strong organizational skills and attention to detail, with the ability to multitask and prioritize tasks effectively
• Ability to work independently with minimal supervision and collaborate effectively within a team environment
• Familiarity with accounting software and procurement systems is a plus
• Visa sponsorship for work authorization is not available for this position now or in the future

SIG does not accept unsolicited resumes from recruiters or search firms. Any resume or referral submitted in the absence of a signed agreement will become the property of SIG and no fee will be paid.