What are the responsibilities and job description for the Facility Maintenance Administrative Assistant-Full Time & Part Time position at Hotel Management of New Orleans LLC?
Job Description
Job Description
Description : Position Overview :
The Facility Maintenance Administrative Assistant plays a vital role in supporting the company’s maintenance operations by managing various administrative tasks. This position is responsible for overseeing the maintenance dispatch system, managing equipment and part inventory, processing invoices, maintaining records, and coordinating vendor and contractor communications. Additionally, this role provides administrative support to leadership as needed.
The ideal candidate is highly organized, detail-oriented, and possesses strong verbal and written communication skills.
Essential Duties and Responsibilities (include but are not limited to)
Administrative Support
Perform general administrative duties such as answering phones, managing emails, and handling correspondence.
Organize and maintain files, both physical and digital, ensuring easy access to critical information.
Prepare, edit, and format documents, reports, and presentations as requested.
Manage calendars, schedule meetings, and coordinate appointments for leadership and team members.
Communication
Serve as a point of contact for internal and external communication, relaying information accurately and professionally.
Draft, review, and distribute memos, emails, and other written communications.
Greet visitors, direct inquiries, and provide exceptional customer service.
Operations Support
Assist in organizing meetings, including preparing agendas, distributing materials, and taking meeting minutes.
Manage office supplies inventory, place orders, and ensure resources are readily available.
Support leadership with special projects and tasks, meeting assigned deadlines.
Coordinate travel arrangements, including flights, accommodations, and itineraries, as needed.
Track and manage information related to expenses, invoices, or reports, and assist with basic bookkeeping tasks as assigned.
Requirements : Qualifications
High school diploma or equivalent required; Associate’s degree or higher preferred.
A minimum of 1-2 years of administrative or office support experience.
Strong verbal and written communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
Excellent organizational and time management skills with the ability to prioritize tasks.
Strong attention to detail and accuracy.
Ability to work independently and collaboratively in a team setting.
Physical Requirements
Prolonged periods of sitting at a desk and working on a computer.
Ability to lift up to 20 pounds occasionally.
Ability to bend, stoop, and reach as needed for filing or office organization.
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