Facilities Finance Administrative Assistant

Facilities Finance Administrative Assistant

Location:Everett WA
Job Type:Full-Time Hybrid Eligible
Department:Facilities & Finance
Reports To:Facilities Maintenance Manager

About Fluke Corporation

Fluke Corporation is the world leader in the manufacture distribution and service of electronic test tools and software. We empower professionals who maintain the worlds infrastructure and were committed to innovation precision and reliability.

Position Summary

We are seeking a highly organized and detail-orientedFacilities Finance Administrative Assistantto support our Facilities and Finance teams. This role requires strong multitasking abilities excellent communication skills and a proactive approach to managing administrative and financial tasks in a fast-paced environment.

Key Responsibilities

Maintenance Parts Process Orders

• Submit orders via Fastenal VMI Fastenal One-Offs iBuy Catalogue and Non-Catalogue items.
• Process CAR Project Parts POs (Oracle) and P-Card purchases for non-procurement vendors.
• Work with management to obtain necessary accounting information for accurate processing.

Invoice Management

• Coordinate invoice approvals and requisitions for Maintenance Team invoices.
• Submit invoices to A/P with PO numbers and track to ensure accuracy and timely processing.
• Manage Biomed Compliance invoices and monthly submissions to compliance team.

Facilities Planned Project Support

• Coordinate with Facilities engineers and managers to create requisitions for POs on Facilities Projects; follow up with suppliers regarding Fluke invoicing instructions.
• Support Facilities Engineers and managers with requisitions PO tracking and invoice submissions.

Janitorial Supplies

• Order monthly or bi-monthly supplies and coordinate with supplier to ensure their inventory list is up-to-date.

Vendor Management

• Coordinate with vendors to secure timely services for recycling garbage and plumbing services (Waste Management DTG Rubatino Seadrunar Roto-Rooter).
• Schedule services and follow up on missed pickups or urgent requests.

Invoice Processing Specialized Vendors

• Manage invoices for specialized vendors such as Northwest Pump and Raymond Handling by following established processes.
• Communicate with A/P and vendors as needed to ensure a smooth procurement of goods and services as well as timely payments to the supplier.

Administrative Support

• Reconcile P-Card paperwork and assist with maintenance managers conference room reservations.
• Monitor and respond to Facilities Finance emails; delegate based on invoice category.
• Checking and distributing 2-B mail.

Annual PO Management

• Set up and manage Annual POs process related invoices and resolve issues.
• Update the Annual PO Invoice Tracker with invoice dates and details.

Additional Duties

• Research missing invoices and resolve supplier inquiries.
• Add funds to existing POs as needed.

Qualifications

• Preferred administrative experience in facilities or finance.
• Strong organizational and multitasking skills with attention to detail.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Excel Outlook Word PowerPoint); experience with Oracle and SAP preferred.
• Ability to work independently and collaboratively in a dynamic environment.

Why Join Fluke

• Competitive compensation and benefits
• Hybrid work flexibility
• Inclusive and collaborative team culture
• Opportunities for professional growth

Apply Today
Join Fluke Corporation and help support the teams that keep our operations running smoothly. Your attention to detail and proactive support will make a meaningful impact.