Administrative Assistant - Facilities Maintenance

Kiawah Resort • Kiawah Island, SC

4d • Onsite

About The Position

Position Summary: The Facilities Maintenance Administrative Assistant is responsible for coordinating logistics and details in the Facilities Maintenance Department as needed to support the organization’s strategic plan. They exemplify excellence in teamwork, sharing of successes and challenges, and working together to provide superb service to our facility stewards and guests. Pay Rate: The rate of pay listed on job boards are auto-generated numbers. Kiawah Island Golf Resort’s actual rate of pay will be determined during the hiring process. Qualifications: Minimum of 4-year college degree and/or minimum of 4 years of direct commensurate experience.Facilities maintenance experience preferred (maintenance, engineering, construction or similar) Ability to thrive in a fast-paced environment managing multiple projects simultaneously.Strong attention to detail and impeccable organizational skills.Strong communication skills in English, both verbal and written.Short and long-term project management skills and experience with project management software.Ability to maintain detailed records of procedures and actions.Strong customer service and support skills.Knowledge of all programs in Microsoft Office (Word, Excel, Outlook, PowerPoint, Keynote, Pages).Knowledge of all programs in Google Suite (Gmail, Calendar, Docs, Spreadsheets, Analytics, Hangouts, Drive).Experience with virtual meetings (GoToMeeting/GoToWebinar experience is a plus).Must be able to work independently and in a team environment. Expectations & Responsibilities: Represents, with dignity, the KIGR Facilities Maintenance Department on the phone, through email, and at employee functions.Directors Assistant: Basic administrative assistance such as producing reports for management needs.Work order system administration.Assists and serves as point of contact for executive’s support needs including online research, department communication, and calendar support. Supplies: Duties include producing reports on budgets, assisting with orders, bookkeeping, invoicing and accounts payable, product research, creating spreadsheets, and inventory.Orders and ships supplies for engineering and maintenance, maintaining detailed records and receipts. Invoicing: Data input of inter-departmental invoicing and account codes.High-level spreadsheet/data management. Project Management Assistance: Maintains the organization’s reporting and meeting coordination, calendar of projects, deadlines, and recurring maintenance, updating agendas and committee pages monthly in our collaboration system.Coordination with various team members and supervisors and their respective deadlines and priorities. All other duties as assigned. Essential Physical Requirements: Must be able to reach, bend and stoop occasionally Must be able to carry items up to 40lbs over moderate distances occasionally Must be able to work in an office setting with tasks such as typing, answering phones, use of a computer for hours at a time Must be able to verbally communicate with employees and managers one-on-one or by phone Must be able to work on site daily Perks & Benefits: Exclusive Discounts offered at the Hotel & Villas, 5 Golf Courses, Spa, Restaurants, Recreation and Retail ShopsEmployee Meal Program Employee Trainings and Appreciation Events throughout the year Recognition Awards and Incentive Events, Peer to Peer Recognition Leadership & Career Development Bi-annual Wellness Fair Free Parking! Medical, Dental, Vision, Short Term & Long Term Disability, Life Insurance and Vacation Pay - available for Full Time employees after 60days of employment. 401k – available after 30 days of employment Our Story: Kiawah Island Golf Resort is a destination for luxury golf and beach vacations near Charleston, South Carolina. We offer Five-Star accommodations, world-class resort amenities, award-winning recreational activities, and some of the most respected golf courses in the nation. The resort concentrates on hiring the best individuals. Each of our talented and skilled employees strive for our mission to be recognized as the best golf and tennis resort on the East Coast. We are committed to providing employees with caring, gracious service in the traditions of genuine southern hospitality. Join the BEST, APPLY NOW and Work in Paradise!

Requirements

• Minimum of 4-year college degree and/or minimum of 4 years of direct commensurate experience.
• Ability to thrive in a fast-paced environment managing multiple projects simultaneously.
• Strong attention to detail and impeccable organizational skills.
• Strong communication skills in English, both verbal and written.
• Short and long-term project management skills and experience with project management software.
• Ability to maintain detailed records of procedures and actions.
• Strong customer service and support skills.
• Knowledge of all programs in Microsoft Office (Word, Excel, Outlook, PowerPoint, Keynote, Pages).
• Knowledge of all programs in Google Suite (Gmail, Calendar, Docs, Spreadsheets, Analytics, Hangouts, Drive).
• Must be able to work independently and in a team environment.
• Must be able to reach, bend and stoop occasionally
• Must be able to carry items up to 40lbs over moderate distances occasionally
• Must be able to work in an office setting with tasks such as typing, answering phones, use of a computer for hours at a time
• Must be able to verbally communicate with employees and managers one-on-one or by phone
• Must be able to work on site daily

Nice To Haves

• Facilities maintenance experience preferred (maintenance, engineering, construction or similar)
• Experience with virtual meetings (GoToMeeting/GoToWebinar experience is a plus)

Responsibilities

• Represents, with dignity, the KIGR Facilities Maintenance Department on the phone, through email, and at employee functions.
• Basic administrative assistance such as producing reports for management needs.
• Work order system administration.
• Assists and serves as point of contact for executive’s support needs including online research, department communication, and calendar support.
• Duties include producing reports on budgets, assisting with orders, bookkeeping, invoicing and accounts payable, product research, creating spreadsheets, and inventory.
• Orders and ships supplies for engineering and maintenance, maintaining detailed records and receipts.
• Data input of inter-departmental invoicing and account codes.
• High-level spreadsheet/data management.
• Maintains the organization’s reporting and meeting coordination, calendar of projects, deadlines, and recurring maintenance, updating agendas and committee pages monthly in our collaboration system.
• Coordination with various team members and supervisors and their respective deadlines and priorities.
• All other duties as assigned.

Benefits

• Exclusive Discounts offered at the Hotel & Villas, 5 Golf Courses, Spa, Restaurants, Recreation and Retail Shops
• Employee Meal Program
• Employee Trainings and Appreciation Events throughout the year
• Recognition Awards and Incentive Events, Peer to Peer Recognition
• Leadership & Career Development
• Bi-annual Wellness Fair
• Free Parking!
• Medical, Dental, Vision, Short Term & Long Term Disability, Life Insurance and Vacation Pay - available for Full Time employees after 60days of employment.
• 401k – available after 30 days of employment

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 501-1,000 employees