Under the direction of the Director, Facilities, and in collaboration with Director Environmental Services (EVS) and Horticulture, the Senior Administrative Assistant – Facilities serves as a critical partner in supporting the complex, project-driven administrative and operational needs of the Facilities Department. Provides high-level support to Facilities leadership and collaborates across multiple departments to ensure seamless coordination and execution of administrative functions. Requires the ability to exercise independent judgment, discretion, and initiative in planning, organizing, and executing confidential, time-sensitive assignments. Plays a key part in enhancing operational efficiency, supporting departmental priorities, and maintaining effective communication across the organization.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Provides high-level administrative support to department leadership, ensuring seamless daily operations. Maintains and safeguards confidential records while managing the distribution of critical communications to leadership, team members, and external vendors.
2. Leads and coordinates the annual operating budgets for multiple cost centers, including operational budget development. Conducts detailed General Ledger analysis and year-over-year budget comparisons, providing clear financial insights and variance explanations. Maintains accurate and up-to-date asset inventory records, including tracking additions and disposals. Leads completion of annual asset audit, ensuring timely resolution of discrepancies and outstanding items.
3. Manages employee timekeeping and payroll processes by ensuring accurate timesheet completion, reviewing and approving time records, resolving discrepancies, maintaining compliance with company policies and labor regulations, and coordinating payroll-related activities to support timely and accurate pay processing.
4. Oversees the processing of quotes, proposals, and invoices for goods and services. Maintains an accurate budget tracking system by logging requisitions and monitoring departmental expenditures. Partners closely with Procurement department to track order status and ensure timely fulfillment through proactive follow-up.
5. Manages the lifecycle of vendor service contracts, collaborating with Procurement and leadership to ensure efficient processing of new and renewed agreements. Maintains comprehensive contract records and proactively communicates upcoming expirations to prevent service disruptions.
6. Prepares and processes a wide range of business documents, including memorandums, requisitions, contracts, single source justifications, work orders, asset acquisition forms, and presentations. Manages departmental credit card programs, ensuring accurate tracking, timely submission of receipts (including weekly fuel logs), and completion of monthly reconciliations. Guarantees compliance with financial policies and timely processing of payments.
7. Manages office supply inventory and procurement to support departmental and operational needs. Initiates and tracks work orders and maintenance requests, providing consistent status updates and ensures timely resolution. Plans and executes employee recognition events and appreciation initiatives throughout the year, ensuring delivery within budget. Collaborate with leadership to drive engagement, participation, and successful event execution.
8. Performs other duties as assigned to support the efficient operation of the department.
EDUCATION, EXPERIENCE AND QUALIFICATIONS
- High School Diploma or General Educational Development (GED) required.
- Associate’s degree in Business and/or related field preferred.
- Minimum five (5) years of related administrative experience required.
KNOWLEDGE, SKILLS AND ABILITIES (KSA)
- Proficiency in Microsoft Office Suite applications, specifically Word, Outlook, PowerPoint, and Excel, with the ability to effectively utilize these tools to support business operations and administrative functions.
- Knowledge of internet-based applications and web navigation tools, with experience using and adapting to a variety of business software applications and systems.
- Ability to work independently with a proactive, resourceful, and self-directed approach to managing responsibilities, solving problems, and accomplishing objectives.
- Ability to perform efficiently and maintain a high level of accuracy in a fast-paced, high-demand environment while effectively managing competing priorities and deadlines.
- Knowledge of financial reporting processes, budget administration, and expense management practices, with experience supporting financial tracking, analysis, and reporting activities preferred.
- Exceptional verbal and written communication skills, including strong spelling and grammar, with the ability to maintain a polished and professional presence in person, virtually, and by telephone.
- Strong organizational, strategic prioritization, planning, and time management skills, with the ability to assess competing demands, manage multiple priorities, and respond with appropriate urgency to time-sensitive situations and business needs.
LICENSES, CERTIFICATIONS AND REGISTRATIONS
- At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.
- No Driving Responsibilities: Role does not require a driver’s license or insurance.
PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT
The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.
- Primary work environment is in a climate-controlled office setting.
- Work requires travel to attend meetings, trade shows, and conferences.
- Incumbents may be required to work evening, weekend and holiday shifts.
- Must be able to work in a fast-paced, high-demand environment.
- Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.
- Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
- Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.
- Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.
- Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.
- Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.
- Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.
- Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.
- The employee may be exposed to fumes or airborne particles including secondhand smoke.
Reasonable accommodation will be made in compliance with all applicable law.
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!
