Facilities Administrative Assistant

TSG Developments Investments Inc.•Hallandale Beach, FL

20h•$18 - $22•Hybrid

About The Position

The Facilities Administrative Assistant will be a detail-oriented individual to support the daily facility operations and administrative functions of the department. The ideal candidate will coordinate maintenance activities, manage records, vendor communications, and provide excellent internal customer service to ensure efficient workplace operations within Gulfstream Park and entities.

Requirements

High school diploma, college level business course, or associate degree preferred.
Previous administrative or office support experience minimum one to two years’ experience.
Accounts Payable, Purchasing or Warehouse experience preferred.
Bilingual English/Spanish preferred but not required.
Must have professional demeanor, customer service abilities, good communication skills in English (written and verbal).
Attention to detail and problem-solving skills
Effective working knowledge of Microsoft Word, Excel and Outlook.
Strong grasp of technology and electronic files management experience required.

Responsibilities

Answer incoming phone calls, emails and facility-related requests.
Order office and facility supply as needed, sorting and distributing mail as needed.
Coordinate office moves, workspace assignments.
Assists with digital work order system (CMMS) to ensure work orders are completed properly and on time.
Assist with scheduling maintenance, janitorial repairs, inspections and vendor visits.
Develop working knowledge of equipment and parts ordering procedures including purchasing, warehouse, and A/P processes.
Responsible for logging and tracking all materials and equipment inside CMMS.
Ability to prepare reports, spreadsheets, draft communications and sharing important information with the facilities department.
Assist facilities managers with daily operations and special projects as needed.
Coordinate meetings and/or appointments from time to time.
Responsible for matching invoices with purchase order before submitting them to A/P via Docstar/Yooz. Bringing discrepancies to management’s attention.
Verify payment approvals and proper GL coding.
Respond to vendor inquiries regarding payment status or any general concerns.
Maintain files and records organized, accessible to find in electronic filing system.
Responsible for reviewing and approving timecards, payroll, PTO requests from staff via ADP Workforce Now.
Working knowledge of ADP timekeeping system to identify discrepancies with payroll, employee punches, and bringing it to management’s attention if necessary.
Works with others to ensure positive experience for coworkers, contractors, and vendors and assists with resolution of issues that may arise.
Uses the highest level of tact and discretion; avoids discussing anything regarding operations with unauthorized individuals.
Exercise confidentiality with sensitive matters.
Ability to work independently and meet deadlines.
Facility department point of contact on general questions and/or discrepancies i.e. paychecks, employee handbook, pto use/balance, etc.
Assist management by working with Human Resources on recruiting, hiring, and onboarding facility staff.