Maintenance Dept. Administrative Assistant

Job Description Job Description Maintenance Department Administrative Assistant: Job Description Professionally manage incoming calls, emails and text messages. Respond promptly and provide excellent phone etiquette to staff members, vendors, and the general public Perform data entry tasks accurately and efficiently to maintain up-to-date records Organize office files and ensure proper documentation practices are followed Assist with administrative tasks such as scheduling meetings and coordinating office supplies, and various other tasks throughout the day, ensuring smooth operations Must be able to multi-task and change gears rapidly based on priority Organizational skills Must feel comfortable working in a facility maintenance environment Manage work-flow process – keeping work orders and tasks prioritized Work closely with the accounts payable department on sending out request for proposals, purchase orders, invoices, receipts, and other documentation. Enter payroll notes weekly Manage and prioritize work orders And other tasks as assigned Administrative Duties Manage the work order system Check for new request 3 times daily, 7AM, 10 AM & 2PM Check email for request and enter them into the work order program Assign work request to employees Close out work orders daily Order materials Request PO if needed Order parts & materials online Solicit proposals Approve Invoices Credit Card Management ADP/Timekeeping Record Keeping Buildings Vehicles, Inspection Reports Equipment Fuel Management Dumpster Management/Recycling 7:00am - 4:00pm