Facilities Administrative Support

2 months ago

Venice, United States YMCA of Southwest Florida Full time
Job DescriptionJob DescriptionDescription:

POSITION SUMMARY:

Under the direct supervision of the Association Property & Maintenance Director, this position provides administrative and secretarial support for the facilities team. In addition to data entry, filing, and scheduling, performs duties such as record keeping, coordination of meetings, obtaining supplies, preparing purchase order requests, and working on special projects as needed. Also, answers correspondence and follows up vendors and suppliers as needed. She/he is expected to deliver friendly, efficient customer service and to create a warm and welcoming atmosphere for all.


ESSENTIAL FUNCTIONS:

  • Type correspondence and answer routine correspondence.
  • Prepare purchase order requests, maintain supply orders, and other clerical functions.
  • Manage appointments as needed for the Director.
  • Answer all incoming telephone calls and refer to appropriate staff member.
  • Prepare all required reports and maintain all appropriate records as requested.
  • Manage filing and ensure distribution of necessary records to the appropriate branch staff.
  • Demonstrate initiative in the performance of assigned responsibilities.
  • Maintain positive and cohesive relationships with staff and vendors.
  • Keep Director informed of potential problems or unusual events.
  • Respond to inquiries and concerns in a timely manner.
  • Follow all YMCA of Southwest Florida policies, rules, and regulations.
  • Exhibit interpersonal skills to work as an effective team member.
  • Demonstrate support for facilities team and its goals and priorities.
  • Perform other incidental tasks consistent with the goals and objectives of this position.


WORK ENVIRONMENT & PHYSICAL DEMANDS:

  • 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.
  • While performing the duties of this job, the employee is regularly required to perform a range of exercise activities. Requires full range of motion, including manual and finger dexterity and hand and eye coordination. Requires corrected vision, speech, and hearing to normal range, or special accommodations made of sufficient nature for completion of assigned tasks.
  • Ability to lift 30 pounds
  • Walking, bending, reaching, and kneeling to reach equipment.

The YMCA of Southwest Florida has reviewed this job description to ensure that essential functions and basic duties have been included. It is intended to provide guidelines for job expectations and the employee's ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and the YMCA of Southwest Florida reserves the right to change this job description and/or assign tasks for the employee to perform, as the YMCA of Southwest Florida may deem appropriate.

Requirements:

QUALIFICATIONS:

  • High School Diploma or equivalent.
  • Proficiency with MS Office Suite (Word, Excel, Outlook)
  • Possess interpersonal skills and abilities.
  • Possess effective decision-making and management skills.
  • Ability to organize and prioritize activities.
  • Ability to communicate effectively both orally and in writing.
  • Ability to use effective public relations skills.
  • Ability to handle sensitive issues in a timely and professional manner.
  • Possess the knowledge, understanding and ability to use current technology related to job assignment.

CERTIFICATIONS AND TRAINING REQUIREMENTS:

  • CPR and First Aid Certifications required
  • Annual Completion of YMCA Blood Borne Pathogens Training
  • Annual Completion of YMCA Child Sexual Abuse Prevention class
  • Successfully complete State of Florida Criminal History Background Check requirements as well as meet the Association policies on background screening
  • Additional training classes as recommended by Supervisor

  • Administrative Support Specialist

    1 week ago

    Venice, Florida, United States Capri Health & Rehab Full time

    Capri Health & Rehab - Receptionist The Receptionist plays a crucial role in ensuring a welcoming environment for all visitors. This position is responsible for delivering exceptional customer service consistently, serving as a primary point of contact for guests and their families. The Receptionist collaborates with patients and their families to address...

  • Healthcare Administrative Support

    5 days ago

    Venice, Florida, United States Cardiovascular Associates of Venice & Sarasota Full time

    Receptionist/Administrative Assistant Cardiovascular Associates of Venice & Sarasota is seeking a highly organized and personable individual to join our team as a Receptionist/Administrative Assistant. In this role, you will be the first point of contact for patients and visitors, ensuring a welcoming and efficient experience. Responsibilities: Greet and...

  • Administrative Assistant

    1 month ago

    Venice, United States Allstate -Fisher Family Insurance Full time

    Job DescriptionJob DescriptionWe are seeking a highly organized and communicative Administrative Assistant to provide essential support to our agency. This role requires exceptional time management skills, strong attention to detail, and the ability to handle a high volume of tasks efficiently. The ideal candidate will serve as the first point of contact for...

  • Healthcare Support Specialist

    1 week ago

    Venice, Florida, United States DNA Comprehensive Therapy Services Full time

    Become a Healthcare Support Specialist at DNA Comprehensive Therapy ServicesAt DNA Comprehensive Therapy Services, we pride ourselves on being a premier provider of mental health and behavioral services. Our commitment is to deliver exceptional care to our clients while fostering a nurturing environment for our employees to thrive both personally and...

  • Administrative Support Specialist

    1 week ago

    Venice, Florida, United States Capri Health & Rehab Full time

    Capri Health & Rehab - Receptionist The Receptionist plays a crucial role in ensuring a welcoming environment for all visitors. This position is dedicated to delivering exceptional customer service and acting as a primary contact for guests and their families. Receptionists engage with patients and their relatives to address any inquiries or specific...

  • Administrative Support Specialist

    1 week ago

    Venice, Florida, United States Capri Health & Rehab Full time

    Capri Health & Rehab - Receptionist The Receptionist plays a crucial role in assisting all visitors by delivering a range of services. This position demands a commitment to providing exceptional customer service in every interaction with patients and their families, serving as a reliable point of contact. Receptionists also collaborate with patients and...

  • Medical Assistant

    4 weeks ago

    Venice, United States HealthCare Support Full time

    Job DescriptionJob DescriptionMedical Assistant / MAHealthCare Support is actively seeking a Medical Assistant / MA to fill an opening with a primary care clinic in Venice, FL. Daily Responsibilities for Medical Assistant / MA:Back office duties such as prepping and cleaning rooms, socking rooms, triaging, taking and recording patient vitals, documenting...

  • Healthcare Support Specialist

    5 days ago

    Venice, Florida, United States DNA Comprehensive Therapy Services Full time

    Opportunity for a Medical Assistant at DNA Comprehensive Therapy ServicesBecome an integral part of our dedicated team at DNA Comprehensive Therapy Services, a prominent provider of mental health and behavioral care. We are committed to delivering high-quality, accessible treatment to our clients while nurturing a positive environment for our staff to grow...

  • Healthcare Support Specialist

    5 days ago

    Venice, Florida, United States DNA Comprehensive Therapy Services Full time

    Opportunity for a Medical Assistant at DNA Comprehensive Therapy ServicesBecome an integral part of DNA Comprehensive Therapy Services, a prominent provider of behavioral and mental health solutions. We are committed to delivering exceptional, accessible care to our clients while fostering a nurturing environment for our employees to thrive both personally...

  • HR Support Specialist

    3 hours ago

    Venice, California, United States 24 Seven Talent Full time

    Job Summary24 Seven Talent is seeking a highly organized and detail-oriented HR Admin Assistant to provide comprehensive administrative support to our Human Resources department during a busy period.Key ResponsibilitiesAdministrative Support: Assist with day-to-day HR administrative tasks, including filing, data entry, and document management.Maintain and...

  • Administrative Reception Specialist

    5 days ago

    Venice, Florida, United States Ledbetter Law Group Full time

    Job OverviewWe are seeking a dedicated and professional receptionist to serve as the initial point of contact for our organization. This role is vital in ensuring smooth operations and a welcoming environment for clients and visitors.Key Responsibilities:Maintain building security by ensuring visitors adhere to sign-in protocols.Handle incoming phone calls...

  • Administrative Coordinator/Scheduling Specialist

    6 days ago

    Venice, Florida, United States Gardenmasters of SWFL Full time

    About the JobGardenmasters of SWFL, a leading lawn and pest control company, is seeking a dedicated Administrative Assistant/Scheduler to manage our busy scheduling operations.Key Responsibilities:Scheduling and Coordination: Assist the service department through scheduling of service calls, daily recurring technician routes, and responding to customer...

  • Administrative Assistant

    2 days ago

    Venice, Florida, United States Florida Urology Partners LLP Full time

    Job SummaryFlorida Urology Partners LLP is seeking a highly organized and detail-oriented Medical Office Front Desk Receptionist to join our team. As a key member of our front office staff, you will be responsible for providing exceptional patient care and administrative support to our medical practice.Key ResponsibilitiesPatient Communication: Welcome and...

  • Receptionist-Administrative Assistant

    4 weeks ago

    Venice, United States Sunset Kia of Venice Full time

    Job DescriptionJob DescriptionFull-Time Receptionist/Administrative Assistant is needed to create a great first impression for our newly renovated dealership Sunset Kia of Venice, a proud member of the Sunset Automotive Group family of dealerships!Receptionist-Administrative Assistant DutiesIn this vital role, you will be the person who often makes the first...

  • Administrative Coordinator

    3 days ago

    Venice, California, United States Safe Place for Youth Full time

    About the RoleThe Safety & Operation Coordinator works under the supervision of the Director of Operations. This role supports the organization's operations team with a variety of administrative tasks, including but not limited to:Managing calendars and coordinating internal and external resources to expedite workflowCorresponding with staff and external...

  • Financial Administrator Specialist

    2 days ago

    Venice, California, United States Nati Trancas Malibu, Inc Full time

    Job DescriptionNati Trancas Malibu, Inc is seeking an experienced Business Financial Administrator to join our dynamic team and help drive our growth to new heights. In this pivotal role, you will report directly to the Chief Operating Officer and play a key part in ensuring our financial operations are accurate and efficient.Key Responsibilities:Financial...

  • Administrative Assistant/ Scheduling Coordinator

    1 week ago

    Venice, United States Gardenmasters of SWFL Full time $22 - $24

    About the JobAre you ready to join a dynamic team in a fast-paced environment where precision and efficiency are paramount? Gardenmasters of SWFL, a leading lawn and pest control company, is seeking a dedicated Administrative Assistant/Scheduler to manage our busy scheduling operations. As we continue to expand our services and exceed customer expectations,...

  • Administrative Assistant/Scheduling Coordinator

    7 days ago

    Venice, United States Gardenmasters of SWFL Full time $22 - $24

    About the Job:Are you ready to join a dynamic team in a fast-paced environment where precision and efficiency are paramount? Gardenmasters of SWFL, a leading lawn and pest control company, is seeking a dedicated Administrative Assistant/Scheduler to manage our busy scheduling operations. As we continue to expand our services and exceed customer expectations,...

  • Business Financial Administrator

    1 month ago

    Venice, Florida, United States Nati Trancas Malibu, Inc Full time

    Benefits:Bonus based on performanceEmployee discountsHealth insurancePaid time offNati Boutique is seeking an experienced Business Financial Administrator to join our dynamic team and help drive our growth to new heights. In this pivotal role, you will report directly to the Chief Operating Officer and play a key part in ensuring our financial operations are...

  • Nutritional Support Coordinator

    2 weeks ago

    Venice, California, United States St. Joseph Center Full time

    Company Overview St. Joseph Center has been dedicated to serving low-income and homeless individuals and families in Venice and across Los Angeles County since its inception in 1976. As a 501(c)(3) nonprofit organization, we provide assistance to all individuals, regardless of their religious beliefs, through over 20 programs focused on four main areas:...