Administrative Assistant

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.