What are the responsibilities and job description for the ADMINISTRATIVE ASSISTANT position at Options For Community Living, Inc.?
Description
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Options for Community Living, Inc. is looking for a Facilities Assistant to join our Facilities team! An ideal candidate should meet the following requirements :
Must be a high school graduate or the equivalent.
One-year of general office experience required.
Must have experience with Microsoft Word and Excel.
Must be organized and detail oriented, with the ability to multi-task.
Location : In-person based out of our Ronkonkoma office
Pay Type : Non-exempt
Responsibilities :
Receive service requests from staff, obtain appropriate signatures and distribute.
Communicate and coordinate work necessary for rental sites with landlords when necessary.
Notify staff of service dates and times; send appointments via outlook calendar to appropriate case managers and supervisors for vendor / landlord appointments.
Coordinate processing of forms for seasonal and routine tasks such as air conditioner maintenance, furnace cleaning maintenance, irrigation maintenance, gutter cleaning maintenance, generator inspections.
Coordinate and process semi-annual (April and October) Preventive Maintenance Inspection forms to go to each mechanic and review for accuracy when returned.
Process purchases for maintenance-related items and process orders for Facilities office personnel through Staples or Amazon.
Process purchase of appliances for department for all sites for both MH and ATC Programs and process appliance purchase in accordance with agency and contract requirements for procurement.
Maintain key inventory.
Maintain supply cabinet with inventory log for mechanics.
Respond to all incoming phone calls in a professional manner.
Print safety reports monthly for building mechanics.
Print Pending reports through Maintenance Database for Facilities Manager every two weeks.
Monthly letters to vendors regarding license and insurance due to expire, input all dates of renewals into Microsoft Access System.
Collects and completes data entry for Monthly Safety Reports.
Assist in finding new vendors, making calls from references, entering new vendors into authorized vendor in Microsoft Access database.
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