Administrative Assistant - Facilities

Work Location: On-site, Plant City Corporate Office

Reports To: Facilities Manager

FLSA Class: Non-Exempt

Position Summary

Provide general admin support to Facilities Manager and Director. Day-to-day activities include but are

not limited to electronic file maintenance, production and maintenance of various reports and

presentations via the use of Microsoft Office programs such as Word, PowerPoint, and Excel, maintain

ongoing communication with internal and external customers and vendors. At times this position may

be required to visit construction and/or maintenance job sites throughout Florida to observe,

photograph and report on work progress.

Essential Job Functions:

10% - Administrative Support to Facilities Manager and Director

Provide general clerical work and digital file maintenance/organization.

Provide administrative support and documentation on special projects for the Director of

Facilities.

20% - Maintain an accurate list of pre-approved vendors for all branches.

Coordinates vendor approval between Facilities and Safety Departments.

Maintain a schedule of preventative maintenance contracts among vendors.

20% - Assist in contract procurement, approval, and payments from vendors performing work

within branches.

Assist the Facilities Manager and Director in monitoring project payments against approved

proposals/contracts.

On occasion, would be asked to inspect work within Florida for completeness and

document for payment.

Assist the Accounting Department with documentation of new assets.

20% - Monitor contracted work on varied and small repair projects.

Maintain communication and coordination with local staff where vendor work is to be

performed.

Maintain communication with contracted vendors on work performed: approval,

scheduling, completing, and payment.

Assist local facility staff on facility signage and organization requested by Safety

Department

30% - Assist Facilities Manager in the production of Quarterly Facilities Reports.

On a monthly basis, organize and prepare data regarding varied expenses in facilities. Verify expenses are being properly recorded, allocated, and approved.

Compare data to approved contracts.

General Qualifications:

High School Diploma or equivalent and two years of general office, customer service or related

experience.

Intermediate skills with Microsoft Office, to include Word, PowerPoint, Excel, and Outlook with

the ability to create spreadsheets, manipulate data, and insert tables and graphs between

programs.

Additional software skills include SharePoint, OneNote, Adobe Acrobat, PDF Editor, Microsoft

Teams and Zoom.

The ability to perform efficient internet searches is required.

Professional verbal and writing communication skills with the ability to effectively communicate

to both vendors and Linder personnel to explain detailed expectations of the type of work to be

performed, in what order and, with timelines.

Demonstrated ability to be self-motivated and work independently with direction from remote

leaders. Most interactions with direct supervisor will be through phone calls, Team’s meetings,

and emails.

Prior work experience in a customer service environment, with customer interaction via in

person, phone, email, and other electronic methods is desired.

Physical Requirements

Prolonged period of sitting at a desk and working on a computer

Occasional walking

Occasional lifting up to 15 pounds

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Plant City, FL 33563 (Required)

Ability to Relocate:

• Plant City, FL 33563: Relocate before starting work (Required)

Work Location: In person