Administrative Assistant
4 months ago
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 so
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