Maintenance Administrative Assistant
About The Position
Westminster Winter Park, a beautiful lakeside Active Living Community in Winter Park has an open position for a Maintenance Administrative Assistant , full time. We are a church related not-for-profit community service organization dedicated and committed to providing services for older adults. We are an "EOE" and "Honor those who have served." SUMMARY: Schedules appointments, gives information to callers, takes dictation or transcribes, and otherwise assists the Director with clerical work and minor administrative and business deals. Maintain ms2000 preventive maintenance and work request software. ESSENTIAL JOB FUNCTIONS: Performs office and administration duties for the department, including entering work orders into the maintenance tracking software. Keeps track of open and closed work orders. Receive maintenance request via the phone and enter the request into the maintenance tracking software for proper tracking and scheduling. Produce daily, weekly and monthly maintenance reports for review by the department. This includes weekly spend-down reports. Process invoices/receipts according to proper account coding system. Interface with the accounting representative for monthly matching purposes. Keep track of the contractor’s insurance information and W9. . IMPORTANT NOTE : In alignment with public health best practices WESTMINSTER COMMUNITIES OF FL strongly encourages annual influenza vaccination for all healthcare personnel. Employees may be required to either: Provide documentation of current seasonal influenza vaccination, or Submit a written declination and, if applicable, comply with alternative protective measures (e.g., wearing a surgical mask during flu season). Medical and religious exemptions will be considered. To learn more about our culture and what it is like to work at Westminster Communities of Florida, follow us on our social channels (Facebook and Instagram) at @WestminsterCareers. We provide drug testing and criminal background screening on all new hires. Applicants can learn more about Florida background screening requirements at https://info.flclearinghouse.com/ .
Requirements
- High school diploma or general education degree (GED)
- One to three years related experience and/or training; or equivalent combination of education and experience
- Computer literate and experience with MS-Office Suite including spreadsheets
- Ability to learn the maintenance software, print reports and confirm order status
Responsibilities
- Schedules appointments
- Gives information to callers
- Takes dictation or transcribes
- Assists the Director with clerical work and minor administrative and business deals
- Maintains ms2000 preventive maintenance and work request software
- Performs office and administration duties for the department, including entering work orders into the maintenance tracking software
- Keeps track of open and closed work orders
- Receive maintenance request via the phone and enter the request into the maintenance tracking software for proper tracking and scheduling
- Produce daily, weekly and monthly maintenance reports for review by the department
- Process invoices/receipts according to proper account coding system
- Interface with the accounting representative for monthly matching purposes
- Keep track of the contractor’s insurance information and W9
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
