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Administrative Assistant

2 months ago

Kissimmee, United States W Robbins and company LLC Full time

Company Description


W. Robbins and Company is a multifaceted company that is looking at expanding operations. We need to have the right people in the right places for growth.


Role Description


This is a full-time on-site role for an Administrative Assistant at W Robbins and Company LLC in Kissimmee, FL. As an Administrative Assistant, you will be responsible for handling day-to-day administrative tasks to support the team efficiently.


Qualifications


  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and QuickBooks
  • Excellent communication and organizational skills
  • Ability to multitask and prioritize tasks effectively
  • Strong attention to detail and problem-solving skills
  • Experience in an administrative role is preferred, construction knowledge is a plus


Responsibilities will include but are not limited to:


  • Manages office and field communication accounts; sets up phones/iPad’s, online and Microsoft access and associated permissions.
  • Files and creates Notice to Owner, claim of liens and all additional court documentation.  
  • Back up for payroll and payment processing.
  • Acts as liaison to Sheriff’s department regarding incidents including theft, trespassing, and vehicle incidents.
  • Coordinates communication with owners and attorneys.
  • Primary contact for 558 construction defect claims. Coordinates all administrative functions to include serve notices; certified mail notices; emails from attorney’s and insurance agents. Responsible for the timely research of all historic data and providing appropriate information.  
  • Maintains schedule for upper leadership, to include meetings and travel reservations
  • Facilitates daily collections from PO box and post office, consisting of payment pick up and sending certified letters.
  • Insurance – facilitates policy renewals, ensures certification requests are returned in a timely manner, administers compliance verification and audits all components per requirements
  • Acts as New Hire coordinator; complies offer letters per management’s direction, disburses employee handbook and associated company forms
  • Maintains training manuals and documentation
  • Maintains OSHA Book and all required in office postings per regulatory instructions.
  • Health care plan administrator (This includes researching new plans & open enrollment, along with periodic enrollment audits based on eligibility or termination ).
  • 401k Administrator; coordinates enrollments, loan requests, compliance requirements and proper distributions.  
  • Maintains accurate employee files; distributing health and 401K benefit communications, updating employment records for performance reporting and ensuring confidentiality
  • Orders supplies as needed; to include internal and external materials for production, marketing and general operations
  • Completes credit applications, vendor packets and new subcontractor enrollment packages.
  • Distributes W-2’s and is responsible for generating 1099-year end forms.
  • Checks the unemployment online site weekly and answers any requests within the time limit allotted.
  • Issues rent invoices, collects, deposits, receives, reconciles, and completes business sales tax monthly reports with payments on behalf of subsidiaries.
  •  Sets up and documents permissions for contracts and suppliers.
  • Coordinates bid process for General Contractors, Repaints, In Homes Service, and homebuilders.
  • Coordinates overall maintenance for the building, to include responding to mechanical concerns, scheduling interior and exterior maintenance items.