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Administrative Assistant - Maintenance/Facilities

Company: Family Health Centers of SouthWest Florida
Location: Fort Myers
Posted on: September 17, 2022

Job Description:

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Description

POSITION DESCRIPTION:

Provide administrative support to our Sr. Project Coordinator and Chief Administrative Officer. Position requires a highly organized, creative professional who can work independently, "multi-task", and manage simultaneous projects. Maintaining a high degree of confidentiality, this position is responsible for a broad range of administrative support. Duties can range from answering phones, greeting guests, ordering office supplies, coordinating maintenance work with office managers, writing, editing, and proofing documents, to independently coordinating and managing organizational events/meetings and assisting in facility expansion projects. Must be highly motivated, a self-starter, require little direct supervision, and be very detail oriented. Must exemplify our Core Values of Honesty, Respect, Teamwork, Professionalism, Confidentiality, and Quality of Care.

DETAILED DUTIES AND RESPONSIBILITIES:

1. Maintenance/Facilities Assistant

* Following-up on maintenance tickets and group e-mails, entering notes to tickets as needed, and resolving tickets once completed.
* Investigating the cause of outstanding maintenance tickets or issues and obtaining additional information, as needed.
* Issuing and maintaining the Maintenance PO log and submitting purchase orders through the ticket system attaching proper documentation for the Finance department.
* Working with the Facilities/Maintenance Supervisor to contact and dispatch vendors, order items as needed, assign purchase order numbers and schedule repairs when repairs cannot be handled by maintenance staff.
* Reviewing various recurring invoices for HVAC quarterly maintenance, janitorial services, etc. to verify the correct services and pricing are received. Once reviewed, all invoices must be entered into the Maintenance PO log and submitted to the Finance department.
* Working with vendors to update contract pricing or verbiage and delivery requirements.
* Contacting landlords to ensure building issues are being addressed, all involved parties are updated throughout the process, and that the work has been completed and documented in the ticket system.
* Notifying appropriate staff members and vendors of scheduled services or maintenance repairs.
* Ensure that the maintenance department and all staff have the appropriate keys needed to perform their job duties. Issue keys as requested through the ticket system, maintain department key logs, and work with the Human Resources department to issue keys at the New Hire Orientations.
* Communicating with janitorial companies regarding scheduling changes or added services, office emergencies, cleaning concerns, supply orders, etc.
* Obtaining all necessary quotes on goods and/or services required.
* Other duties as assigned.

Assist with all facility issues with maintenance department including:

* HVAC
* Plumbing
* Janitorial/Cleaning Services
* Landscaping
* Electrical
* Roofing Warranties/Repairs
* Generator Repair/Maintenance
* Signage-New Construction/Renovation/Adding Additional Signage
* Landlord related issues that arise with FHC facilities
* Key Distribution
* Miscellaneous building issues
* Reupholstering of dental chairs and exam table

Requirements

KNOWLEDGE, SKILLS AND ABILITIES:

* Very strong communication skills required: Writing, interpersonal skills, and ability to negotiate workable solutions.
* Excellent organizational and time management skills.
* Proficient in Microsoft Office- particularly Excel, Word and PowerPoint.
* Ability to make independent decisions.
* Professional appearance and demeanor with the ability to work with all levels of staff, especially senior executives.
* Ability to multi-task and work in an extremely active office environment with numerous interruptions.
* Plan work and projects independently with minimal supervision.
* Maintain a high degree of confidentiality.
* Prioritize multiple assignments with attention to detail, accuracy, and thoroughness.
* A strong sense of urgency to timely execute assigned duties and project deliverables.

TRAINING AND EXPERIENCE:

* College Degree Preferred
* Prior executive level administrative support and project management experience preferred.

SPECIAL REQUIREMENTS:

* Must have own transportation
* Responsible and extremely trustworthy in handling highly confidential materials and information

Keywords: Family Health Centers of SouthWest Florida, Fort Myers , Administrative Assistant - Maintenance/Facilities, Professions , Fort Myers, Florida

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