Administrative Assistant - Facilities

Linde Inc.
Administrative Assistant - Facilities
Tonawanda, NY, United States | req32702
What you will enjoy doing*

• Under limited supervision, provides administrative, operational, and facilities support for the Linde Technology Center. Serves asa key point of contact for employees, vendors, contractors, and visitors whileensuring efficient office operations and supporting facility-related processes.
• Serve as a central point of contact for Help desk requests inquiries through in-person, phone, and email communications.
• Coordinate general office operations, including conference room scheduling, office moves, mail distribution, office supply management, and document retention.
• Maintain organizational information, directories, emergency contact lists, communication boards, and other site resources.
• Support employee-related administrative activities and distribute company communications as needed.
• Receive, track, and coordinate facility service requests through work order management systems.
  Maintain facility records, equipment information, preventive maintenance schedules, and related documentation.
  Generate reports for management as needed
• Process purchase orders and invoices in accordance with company procedures.
• Review documentation for accuracy and completeness and coordinate resolution of discrepancies with vendors and internal stakeholders.
• Maintain purchasing and payment records and respond to vendor inquiries regarding orders and payments.
• Support onboarding and maintenance of vendor information, ensuring required documentation is collected and retained.
• Assist with administration of service agreements, contract renewals, and related records.
• Maintain vendor, contract, insurance, and compliance documentation.
• Coordinate mail, shipping, postage, and related site services activities.
• Maintain required records, authorizations, and reconciliations associated with postal and shipping operations.
• Support site resource management, including office equipment, facility supplies, and company vehicles.
• Maintain safety-related documentation, manuals, training records, and compliance files.
• Assist with administration of contractor safety requirements and site safety programs.
• Prepare and maintain recurring operational, facility, and administrative reports.
• Ensure accurate recordkeeping and document retention in accordance with company policies and regulatory requirements.
• Support audits, inspections, and information requests as needed.

What makes you great

• High school diploma or GED equivalent
• Minimum 3 years office experience
• Skilled in Microsoft Office applications
• Ability to handle multiple tasks with a minimum of direction.
• Sound judgement and a high level of work ethic.
• Strong interpersonal skills and the ability to function as a team member in a demanding service environment

Why you will love working with us
Linde is a leading global industrial gases and engineering company with 2025 sales of $34 billion. We live our mission of making our world more productive every day by providing high-quality solutions, technologies and services which are making our customers more successful and helping to sustain, decarbonize and protect our planet. Linde serves a variety of end markets such as chemicals & energy, food & beverage, electronics, healthcare, manufacturing, metals and mining. Linde's industrial gases and technologies are used in countless applications, enabling space exploration and launch technologies, delivering ultra-high-purity and specialty gases for semiconductor manufacturing, providing life-saving medical oxygen and enabling clean hydrogen production and carbon capture to reduce greenhouse gas emissions. Linde also delivers state-of-the-art gas processing solutions to support customer growth, efficiency improvements and emissions reductions.For more information about the company and its products and services, please visit linde.com
What we offer you!
At Linde, the sky is not the limit. If you're looking to build a career where your work reaches beyond your job description and betters the people with whom you work, the communities we serve, and the world in which we all live, at Linde, your opportunities are limitless. Be Linde. Be Limitless.

In addition to competitive compensation, we offer a wide range of medical options to suit everyone's needs. Other benefits include; educational and professional development, employee discount program, 401K, pension plan, and life insurance, just to name a few.The pay range for this position is $25.00 to $32.00 an hour
Have we inspired you? Let's talk about it
We are looking forward to receiving your complete application.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, protected veteran status, pregnancy, sexual orientation, gender identity or expression, or any other reason prohibited by applicable law.

Linde Inc. acts responsibly towards its shareholders, business partners, employees, society and the environment in every one of its business areas, regions and locations across the globe. The company is committed to technologies and products that unite the goals of customer value and sustainable development.

*The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of employees assigned to this position. Therefore employees assigned may be required to perform additional job tasks required by the manager.
#LI-DNIUnder limited supervision, provides administrative, operational, and facilities support for the Linde Technology Center. Serves as a key point of contact for employees, vendors, contractors, and visitors while ensuring efficient office operations and supporting facility-related processes.Serve as a central point of contact for Help desk requests inquiries through in-person, phone, and email communications.Coordinate general office operations, including conference room scheduling, office moves, mail distribution, office supply management, and document retention.Maintain organizational information, directories, emergency contact lists, communication boards, and other site resources.Support employee-related administrative activities and distribute company communications as needed.Receive, track, and coordinate facility service requests through work order management systems.
Maintain facility records, equipment information, preventive maintenance schedules, and related documentation.
Generate reports for management as neededProcess purchase orders and invoices in accordance with company procedures.Review documentation for accuracy and completeness and coordinate resolution of discrepancies with vendors and internal stakeholders.Maintain purchasing and payment records and respond to vendor inquiries regarding orders and payments.Support onboarding and maintenance of vendor information, ensuring required documentation is collected and retained.Assist with administration of service agreements, contract renewals, and related records.Maintain vendor, contract, insurance, and compliance documentation.Coordinate mail, shipping, postage, and related site services activities.Maintain required records, authorizations, and reconciliations associated with postal and shipping operations.Support site resource management, including office equipment, facility supplies, and company vehicles.Maintain safety-related documentation, manuals, training records, and compliance files.Assist with administration of contractor safety requirements and site safety programs.Prepare and maintain recurring operational, facility, and administrative reports.Ensure accurate recordkeeping and document retention in accordance with company policies and regulatory requirements.Support audits, inspections, and information requests as needed.