Facilities Administrative Assistant - Orlando

Massey Services, Inc.•Orlando, FL

1d•Onsite

About The Position

Massey Services is seeking a Facilities Administrative Assistant in Orlando, Florida. This role supports Division Managers by managing communications, schedules, travel arrangements, and administrative tasks. The company is a well-established service provider with a long history of growth and a large team across multiple states. The position involves acting as a liaison between various departments and service centers, handling customer inquiries, and assisting with HR and financial reporting. Flexibility in work hours and assignments, including potential overnight travel, is required.

Requirements

High school diploma or equivalent required.
Must possess computer expertise in Word, Excel and Power Point (minimum, other program knowledge helpful).
Must possess exceptional oral and written communication skills, plus ability to compose professional letters.
Extensive experience interacting with the public or in a customer service role required.
Must be flexible with regard to assignments and work hours (overnight out-of-town work may be required).
Ability to create programs for field operations required.
Ability to analyze numerical data required.
Ability to prioritize work and complete tasks in a fast-paced environment required.
Must possess excellent follow-through ability and good judgment.
Must possess ability to operate general office equipment.
Must be organized, friendly and exhibit a willing-to-please demeanor at all times.
Must be able to pass typing, math, spelling and other standard pre-employment tests.

Nice To Haves

College degree in business related field strongly preferred.
Supervisory experience preferred.
Shorthand/speed writing preferred.

Responsibilities

Maintain a professional image in both appearance and work area.
Answer all phone calls for Division Managers and respond to caller’s request by researching information and responding, taking messages, or routing calls.
Ensure messages are delivered in a timely and accurate fashion.
Receive all incoming mail for Division Managers. Sort, open and respond accordingly.
Ensure outgoing mail is processed daily.
Compose all correspondence for Division Managers.
Maintain schedule for Division Managers and ensure immediate access to them at all times.
Attend meetings and take notes on behalf of Division Managers.
Follow-up as necessary to all relevant concerns, issues, or requests for information, reports, or data, following each meeting.
Act as liaison between Service Centers, Corporate Office, Division Managers and Executive Office.
Ensure lines of communication are open and all appropriate information is communicated accurately and professionally.
Make all arrangements for regional meetings and handle the set-up and clean-up of regional functions.
Travel with Division Manager to attend meetings or assist with service center issues.
Handle all customer inquiries and complaints immediately and keep Division Managers informed.
Research customer information for Customer Care Department, upon request.
Work with Human Resources to ensure ESF’s for appropriate service centers are properly completed and submitted on a timely basis.
Assist Human Resources with gathering appropriate information and documentation for personnel files.
Arrange interviews for Division Managers and ensure compliance with pre-employment program and system.
Test applicants when necessary.
Gather daily, weekly and monthly operational reports.
Compile weekly Sales Recap Reports based on sales information submitted from individual service centers every Friday.
Assist with preparing budgets each trimester.
Attend technical training classes whenever possible to stay abreast of all technical information and changes.
Perform all other duties as assigned.