Operations Assistant

Within the spirit of “Making People’s Dreams Come True”, this position, along with the Operations Management team, is responsible for managing the Commercial, Residential, and Retail properties for The Villages by ensuring compliance with The Villages’ policies and safety standards. These duties are accomplished while delivering Raving Fans customer service to both internal and external customers.

Full Time, On Site Position

Benefits for full time eligible positions:
Medical (HSA/FSA), Dental, and Vision | 401K and/or ROTH | PTO & Paid Holidays | Basic Life & AD&D | The Villages Charter School eligibility | and much more!

Responsibilities:

• Act as the point of contact for internal and external customers.
• Answer, manage/resolve, and direct phone calls.
• Review and triage facility maintenance requests from tenants; received via form, call, or email.
• Engage with requestor for additional data as needed; provide request status updates as requested.
• Secure and record information as to nature of reported issue, location, and other necessary information to assist in the priority determination for response service.
• Create, send, and follow-up on purchase orders to vendors to track work from initial receipt of request to operational completion.
• Read and route vendor information, incoming mail, and service requests.
• Write and distribute email, correspondence, memos, letters, faxes, and forms.
• Process invoices, accept lease payments, tenant sales reports, and maintain databases.
• Assist in the preparation of regularly scheduled reports.
• Conduct research, compile and type statistical reports and routine correspondence.
• Input, distribute and maintain all purchase orders, facilitate renewal, or bid contracts, compose, type and route correspondence.
• Maintain tenant insurance logs and information, updates, corrections, and follow-up.
• Maintain facility files, lease files, contacts, and other records.
• Coordinate facility key sign-out and door lock codes.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Cover the front office reception desk duty as part of scheduled rotation.
• All other duties assigned.

Education & Experience Requirements:

• Minimum of two (2) years related experience and/or training, or equivalent combination of education and experience.
• Experience with facility management or construction/trades preferred.
• Must have strong working knowledge and use of Microsoft Office software including Word, Excel, and Outlook as well as excellent written and oral communications skills.
• Excellent time management skills and the ability to prioritize work.
• Ability to work with frequent interruptions and manage high volumes of work.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Proven ability to manage multiple tasks while interacting with all levels of people.
• Attention to detail and problem-solving skills.