Equipment & Facilities Administrative Assistant

Wharton-Smith•Sanford, FL

10d•Onsite

About The Position

This role involves performing inspections of facilities for required maintenance and repairs of buildings, grounds, and associated equipment. The position coordinates with vendors and facility schedules for repairs and maintenance, and maintains schedules for facility inspections and maintenance. The individual will review work performed to ensure it meets agreements and standards, and act as a point of contact for communication channels like email, telephone, and helpdesk. Responsibilities also include assisting with event/meeting setups and breakdowns, maintaining professionalism with clients, vendors, subcontractors, and team members, and building strong vendor relationships. Additionally, the role involves coordinating and tracking yard vehicle usage, performing vehicle inspections, driving company vehicles for various purposes, distributing forms to fleet vehicle drivers, tracking tag renewals for vehicles and trailers, managing ticketing software, and ordering/maintaining inventory for facility needs.

Requirements

High school diploma or GED is required.
Administrative experience
Team player with good verbal and written communication skills
Excellent time management skills, ability to multitask effectively and prioritize workload
Good organizational skills
Computer Applications Experience: Microsoft Office Applications - Word, Excel, Access, PowerPoint, Outlook

Responsibilities

Performs inspections of facilities for required maintenance and repairs of buildings, grounds, and associated equipment.
Coordinates with vendors and facility schedules for repairs and maintenance.
Maintains schedules for facility inspections and maintenance.
Reviews work performed in facility or to equipment and ensure it was completed per agreements and/or to our standards.
Acts as point of contact ensuring lines of communication are maintained and regularly monitored, such as email, telephone, and helpdesk.
Assists with event/meeting setups and breakdowns.
Maintains professionalism and a positive image of the company with clients, vendors, subcontractors, and team members.
Continues to build strong relationships with vendors.
Coordinate and track yard vehicle usage, perform inspections on vehicles for cleanliness, and maintenance needed.
Drive company vehicles to repair locations, satellite offices, job sites, etc. to be repaired, replaced, or issued to drivers.
Distribute proper forms to fleet vehicle drivers and ensure the completion and documentation of the paperwork.
Track, receive and distribute tags renewals for leased and owned vehicles and trailers.
Manage ticketing software, determine priority level of incoming tickets, and take appropriate action or assign to appropriate person.
Place orders and upkeep inventory for materials needed for facility and specific tasks.