Administrative Assistant

About the Role

The Administrative Assistant performs general administrative support to the Facilities Maintenance General Manager and the Facilities Maintenance Department in a busy office environment. Daily job duties range from answering the telephone, preparing correspondence, inputting data, organizing work orders, scheduling staff and subcontractors, on-boarding, preparing personnel records, and processing payroll for the maintenance staff.

Responsibilities

• Process the weekly payroll for 3rd party employees with outside sourcing companies.
• Ensure pre-employment drug testing is completed before hiring or rehiring.
• Work with the Historic Property Management Department (HPM) to answer multi-line telephones professionally, assist the public with information, and direct calls appropriately.
• Process work orders through the work order software, schedule staff or craft workers, and update the software as work orders are completed.
• Randomly confirm customer satisfaction with completed repairs.
• Ensure regular preventative maintenance is scheduled and performed.
• Work with subcontractors on repairs, installations, small construction remodeling, grounds improvements, and maintenance projects as assigned.

Requirements

• High degrees of self-motivation and ability to manage time and work independently within established rules and regulations.
• Knowledge of administrative and clerical procedures, including word processing, spreadsheets, emails, 10-key calculators, copy machines, file management, and office terminology.
• Understanding of customer service principles, including needs assessment, quality standards, and customer satisfaction evaluation.
• Sound knowledge of telephone etiquette with a clear speaking voice.
• Ability to maintain good working relationships with customers, employees, and department staff.

Qualifications

• High school graduate or equivalent preferred.
• 3 to 5 years of previous secretarial or business administration experience.
• Property management or construction office experience preferred.
• Knowledge of Microsoft Word, Excel, and Outlook.
• Experience with work order systems (ED Edward preferred) and payroll systems (Paychex preferred) is a plus.

Other Requirements

• Must pass pre-employment MVR/background check and substance abuse testing.
• Valid FL Driver’s License with an acceptable driving record for the past 3 years.

Benefits

• Competitive pay: $25 per hour.
• Paid training.
• Monday - Friday, 40-hour work week, including holidays.
• Paid vacation time for FT employees.
• Company-sponsored health and wellness plans for FT employees.
• Paid sick time for all employees.
• 401K plan with company matching*.
• Fun and upbeat work environment with award and recognition celebrations.
• First Stop Health: 24-hour access to a doctor by phone or computer for employees and their dependents (Employer pays 100%).
• Discounts in retail stores and free admission to all company attractions.

Operating tours, attractions, and retail in Boston, Charleston, Key West, Nashville, San Antonio, San Diego, St. Augustine, Savannah, and Washington, DC since 1980!