Properties Administrative Assistant - Full Time, Year Round

Mohonk Mountain House•New Paltz, NY

20d

About The Position

The Administrative Assistant will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Administrative Assistant is responsible for maintaining and developing intra-office communication protocols, streamlining administrative procedures, inventory control, and task delegation. This position requires a well-organized, flexible individual who enjoys the administrative challenges of supporting a division of diverse people. Ideally they are an energetic professional who doesn t mind wearing multiple hats and is experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little supervision.

Requirements

Valid Driver s License and at least 21 years of age, or 20 years of age with at least two years of licensed driving experience.
High School Diploma or GED required.
Minimum of five (5) years relevant Office Work experience.

Responsibilities

Provide administrative and clerical support to the Properties Division by organizing and maintaining department files, spreadsheets, software programs and databases.
Process and maintain weekly payroll for Properties Division according to payroll policies and answer questions/ reconcile any issues.
Input and review Properties Division Purchase Requisitions and work with the Accounting Department to resolve issues with vendor insurance, contracts, purchase orders, and invoices.
Research vendors, obtain bids, place and process orders.
Review all appropriate requisitions for accuracy, bid information, budgetary information and required contractor insurance.
Manage 2 nd Effort phone line when required - log calls, dispatch duty mechanic, back up or appropriate technician(s) and provide follow up.
Maintain accurate records of service requests and energy management systems (i.e. Computerized Maintenance Management System, Building Management Software, etc.) such as daily boiler checks, spa logs, weekly water chemistry, sprinkler checks, oil, electricity and propane usage, heating and cooling degree days, safety training/certifications, contract executions, and safety data sheets. Keep up to date and available for inspection at all times and periodically produce reports of such logs.
Maintain the confidentiality of payroll, personnel, and budgetary data.
Answer phones, schedule and confirm appointments.
Record and distribute minutes of the Properties Division Staff meetings each week and other meetings periodically as required.
Order and maintain inventories of radio equipment, uniforms, and office supplies for the Properties Division and oversee distribution.
Maintain Properties Division policies, procedures, and forms digitally for access by managers and administrative assistants.
Maintain the loss prevention binder; ensure information is accurate, up to date and available for inspection at all times.
Coordinate annual inspections for the Temporary Residency Permit and Fire Safety Permit.
Provide and input Job Costing data in finance and purchasing software.
Maintain relationship with local townships and government agencies; work with them to obtain appropriate permits for various projects.
Coordinate with outside vendor for the ordering and scheduled deliveries of floral arrangements. Provide cost tracking and handle all purchasing and receiving of items.
Input and maintain budgetary information for the Properties Division and assist in the periodic budgetary re-forecasting process for the Properties Division.
Assist the Director of Properties in organizing and formatting the annual 5 Year Plan revisions to be submitted to the CEO, President and Board of Directors.
Ensure all contractors have a signed copy of the contractor safety program on file and submitted a written safety plan prior to work commencing.
Ensure all contractors insurance certificates are up to date and are filed with the Purchasing Dept.
Ensure all Properties annual maintenance contracts are updated and the invoicing is correctly forecasted to the appropriate account and period.
Assist Parks and Grounds in maintaining the maintenance logs for all golf carts and utility vehicles. This includes the scheduling of cart maintenance and assisting in the lease renewals.
Demonstrate proficiency with advanced skills in Microsoft Office including MS Word, MS Excel, MS Outlook, and MS Project and ability to learn new software programs.
Ensure personnel files are up to date and secure, and transfer and dispose out of date records.
Perform basic mathematical functions such as addition, subtraction, multiplication, and division.
Prepare financial and administrative reports free of errors and omissions.
Develop and maintain positive working relationships with other staff and the public.
Answer questions with accurate information and demonstrate a friendly and helpful personality by smiling, eye contact, initiating conversation and engaging with others.
Operate vehicles safely while driving and/or parking in compliance with Mohonk Mountain House Traffic Rules and Regulations.
Wear proper Personal Protective Equipment in accordance with our Mohonk Mountain House Standards and Protocols.
Work under pressure and time constraints while maintaining composure and professional appearance.
Work productively and efficiently with or without supervision when performing routine tasks.
Maintain a flexible work schedule including days/nights, weekdays/weekends, holidays, and during peak periods of business.
Communicate ideas for improving processes with a positive and constructive attitude.
Carry a two-way portable radio and earpiece to communicate and enable immediate response to emergency situations.
Inspect work and work areas by touch, sight, sound and smell for conformance to prescribed standards.
Reach with hands and arms, bend, kneel, stoop, twist and flex arms, walk up and down stairs/inclines, sit, climb up/down ladders or stand for up to 5 hours at a time. Must be able to traverse the property.
Lift up to 30 pounds from ground level to waist level, and lift up to 20 pounds from ground level to overhead, and carry a distance of up to 50 feet with/ without assistance. Walk up to 7 miles per day.
See close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. Distinguish between colors, shades, tints.
Speak, read and write the English language and communicate in a clear and congenial manner, with our guests, visitors and employees. Hear verbal instructions, directions and warnings.
Adhere to Mohonk Mountain House s Dress and Grooming Standards; presenting a neat, clean and well-groomed appearance and maintaining a positive, professional image.
Learn and successfully demonstrate the Mohonk Mountain House Service Steps with Service Strategies with guests, staff and contractors.
Learn and retain knowledge of historical facts and information about Mohonk Mountain House.