Admin. Assistant - Facility Maintenance

Description

Summary:

Provides administrative and clerical support to the Common Area Maintenance and Facilities Maintenance departments’ management and staff.

Essential Duties and Responsibilities include the following;

• Processes financial documents such as invoices and tracks as necessary for CAM, Facilities Maintenance & Security departments.
• Assists in the preparation and development of new budgets for CAM, Facilities Maintenance & Security.
• Maintains budget and notifies management of issues that are outside budgetary guidelines. 
• Prepares variance reports for the three departments.
• Orders all supplies and equipment and tracks status as necessary.
• Performs a variety of clerical tasks such as answering telephones, scheduling appointments, typing, photocopying, filing, record keeping and computer backup.
• Maintains and processes employee payroll for all three departments.
• Processes paperwork for department employees’ activities such as vacations, annual reviews, personal time off requests and maintains employee records.
• Processes accident reports and maintains records for same.
• Maintains and updates employee salary data and organizational charts.
• Coordinates with HR regarding pre-employment process.  
• Assists Director with Architectural Review Board and other Committees as needed.  
• Updates and maintains current Certificates of Operation for all clubhouse equipment governed by the State of Florida.
• Coordinates and schedules annual fire safety building inspection, fire extinguisher inspections, boiler safety inspections, backflow device inspections and any other inspections required by law.
• Maintains MSDS records and binders.
• Maintain registrations and insurance for all Facilities and CAM commercial vehicles and maintains records for same.
• Maintains current inventories on all Facilities and CAM utility carts and equipment.
• Maintains all service contracts, tracking dates of expiration and renewals for all three departments.  Prepares all paperwork and packets for the General Manager and respective committees for approval.
• Tracks and maintains fuel inventory and prepares and disburses monthly fuel usage reports and billing as necessary.
• Dispatches requests from clubhouse staff and/or members for minor repairs in the club.
• Assists with the preparation of and prioritizes daily work orders for maintenance staff.
• Sets up accounts with outside vendors as necessary.
• Develops various spreadsheets, inspection forms and tracking logs for managers as necessary.
• Communicates with members, co-workers, management and the general public in a   courteous and professional manner.

• Conforms with and abides by all regulations, policies, work procedures and instructions.
• Exhibits and maintains a professional demeanor to reflect a positive image of The Polo Club.
• Performs other duties as assigned by the Director of CAM and Facilities Maintenance.

Knowledge, Skills and Abilities:

• Requires excellent organizational skills.
• Requires excellent administrative and clerical skills. 
• Previous club experience is preferred.
• Ability to analyze, interpret data and prepare reports.

• Ability to verbally communicate well in English and in writing.
• Ability to understand and carry out verbal and written instructions in English.
• Ability to interact professionally and maintain effective working relationships with superiors, co-workers and members.
• Must be able to multi-task and work in a fast paced environment.

Supervisory Responsibilities:

This job does not have supervisory responsibilities.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Associate's degree (A. A.) or equivalent from two-year college or technical school; and/or one to two years related experience and/or training; or equivalent combination of education and experience.

Language Skills:

Ability to communicate well in English. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of members or employees of organization.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills:

To perform this job successfully, the individual must be proficient with Microsoft Office Suite, Internet, electronic/web-based timekeeping system, Kodak Easy Share.

Certificates, Licenses, Registrations:

This job does not require any specific certificates, licenses or registrations.

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.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move 25 to 50 pounds.  Specific vision abilities required by this job include close vision, color vision, distance vision, peripheral vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear and taste or smell. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl.

Work Environment:

Qualifications