Maintenance Administrative Assistant

Westminster Communities of Florida•Winter Park, FL

9d•Onsite

About The Position

Westminster Winter Park is seeking a Maintenance Administrative Assistant to work in the Health Center. This role involves scheduling appointments, providing information to callers, taking dictation, transcribing, and assisting the Director with clerical and administrative tasks. The position requires maintaining the ms2000 preventive maintenance and work request software. This position reports to the Director of Maintenance.

Requirements

High school diploma or general education degree (GED).
One to three years of related experience and/or training, or an equivalent combination of education and experience.
Computer literate and experienced with MS-Office Suite, including spreadsheets.
Ability to learn the maintenance software, print reports, and confirm order status.
Ability to read, write, and speak the English language and understand and follow written and oral directions.
Ability to prioritize tasks and manage time effectively in a fast-paced environment.

Responsibilities

Performs office and administration duties for the department, including entering work orders into the maintenance tracking software and keeping track of open and closed work orders.
Receives maintenance requests via phone and enters them into the maintenance tracking software for proper tracking and scheduling.
Produces daily, weekly, and monthly maintenance reports, including weekly spend-down reports, for department review.
Processes invoices/receipts according to the proper account coding system and interfaces with the accounting representative for monthly matching.
Keeps track of contractor insurance information and W9s, and maintains an up-to-date MSDS Book.