Facilities Administrative Assistant

Job Overview

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.

Essential Duties and 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.

Qualifications

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.

Physical Demands and Work Environment

The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. Must be able to walk on various surfaces from time to time, including uneven payment, wood decking, grass, dirt and mud. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Most of the work will be performed inside an air-conditioned office. However, while performing the duties of this job, the employee may have to walk across the property and will be regularly exposed to risks associated with travel between buildings and back and forth to other areas as may be required due to business demands. The employee is occasionally exposed to fumes or airborne particles, including vehicle fumes, second-hand environmental smoke, dust, equine odors, and farm-related debris. The noise level in the work environment varies from light to moderate.

Licenses, Certifications, Registration: Requires a State of Florida Professional Slot License.