AddressAdministrative Assistant
Salary $50,000
Reports to: Assistant Vice President of Operations
Full Time - Hours: 8:3AM - 5PM when in the office, flexible hours when traveling to new accounts and job fairs and recruitment events.
As a core member of the team, you be responsible for management and coordination of supportive services for the Facility Manager and staff. As an Administrative Assistant, you will interact with professionals throughout the organization. In this role, you will report to the General Manager of the portfolio.
Responsibilities will include:
- Plan, direct and supervise office support services for the department, including organization of the office, ensuring efficient procedures, mail procedures, filing systems, invoice documentation, telephone, computers, and ensures that all systems are operational and records are up to date.
- Responsible for scheduling staff via our Winteam system.
- Responsible for payroll to include submitting proper HR paperwork to the corporate office.
- Assists Assistant VP of Operations to ensure department compliance to company policies and procedures.
- Maintenance of inventory with respect to office supplies and company forms, etc. for project team use.
- Involvement with facilities planning, preventative maintenance and custodial operations as needed or requested.
- Involvement in the dispatch of custodial personnel as needed or requested.
- Assists with ordering custodial supplies.
- Assists with recruitment and on-boarding of new hires to include overseeing Core 6 safety training.
- Implement and update employee badge system and ensure employees are trained on the timeclocks.
- Serves as a member of the implementation team for new account set ups and trains new employees on their job requirements.
- Participation in job fairs and recruiting events.
- Additional duties as required.
Job Requirements:
- Bi-lingual (English, Spanish) required.
- Minimum of 2 years of office experience.
- Excellent communication and customer service skills, including strong writing, speaking and listening skills.
- Excellent computer skills and above average knowledge of office software packages (Word, Excel, Outlook, etc.).
- Solid attention to detail.
- Data entry skills for work order system.
- Ability to operate equipment such as copy machines, personal computers, scanners and other office equipment.
- Confident positive attitude.
- Excellent organizational skills.
- Ability to multi-task and work in fast-paced environment.
- must possess a valid driver's license and have the ability to travel locally and outside Florida to other markets with minimal notice.
- Must be a team player
Education, certification and/or license requirements:
High school diploma/GED required; college preferred.
Physical Requirements:
- While performing the duties of this job, the employee is frequently required to sit, stand; walk; use hands to finger, handle or feel objects and tools or controls; reach with hands and arms; climb, stoop, kneel or crouch; and talk or hear.
- The employee must regularly lift and/or move up to 15 pounds and frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
- Must be able to work indoors and also outdoors as need.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
