Senior Office Coordinator

ONLY APPLICANTS SELECTED FOR AN INTERVIEW WILL BE NOTIFIED

POSITION SUMMARY

Provides a variety of administrative support to the Facilities Maintenance group.

ESSENTIAL DUTIES AND RESPONSIBILITIES Other important responsibilities and duties may include but are not limited to the following.

• Contributes to the use of the digital on-line Maintenance work order system (MPS) database.
• Schedules and updates any vendor related or associated work orders, attends weekly MPS update meetings.

• Assigns and terminates security codes for employee access in the Security Program.
• Coordinate with facility supervisors and leads regarding overnight or abandoned vehicles with follow-up to towing services as needed.

• Generates department’s purchase orders for Facilities Maintenance and CIP through the Dynamics database.
• Processes all invoices, scans files and routes the appropriate paperwork to the accounting dept for payment.

• Reconciles the facility maintenance monthly credit card statement.
• Maintains filing system for correspondence and records for association fleet vehicles to include 15 work trucks, golf cart(s), backhoes, and lifts.
• Maintains user lists of association credit cards and vendors.
• Processes incoming mail.
• Answers, screens calls and assists manager with calendaring events.
• Handles heavy phones and interruptions.
• Assists with coordinating department schedules and appointments. Maintains and assists in arranging weekly calendar of meetings, prepares agendas, activities, and staff time-off, provides record keeping of meeting minutes.
• Assists in preparation of departmental budget.

• Dispatch employees for immediate maintenance related problem.
• Greets visitors and refers to appropriate area or person.
• Conduct research, and compiles and types of statistical reports.
• Make copies of correspondence and printed materials.

• Orders and maintains supplies and arranges for equipment maintenance.
• Regular on-site attendance is expected and maintain consistent punctuality.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE Sufficient Training and education to demonstrate possession of required knowledge, skills and qualifications are required.

• High School or GED AND,
  • Three years directly related experience and/or training; or an equivalent combination of education and experience is required.
  • Construction experience highly desired
• Must have solid working knowledge of Microsoft Office Suite with emphasis Excel, PowerPoint, Outlook, and experience is required.
• Ability to communicate verbally and in writing creating and communicating conveying business information to employees, co-workers, and supervisors.
• Operate a variety of office equipment.

PHYSICAL DEMANDS

Work is conducted in a dynamic, fast-paced office setting with moderate level noise. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

The following are representative illustrations of requirements-sitting or standing for extended periods of time primarily in an office setting but at times in offsite locations to and from their assigned work area. On occasion, the individual may be required to lift up to 20 pounds. Work involves walking, talking, hearing, using hands to handle, feel or operate objects and tools to include computers and office equipment. Vision abilities include close vision, peripheral vision, depth perception and the ability to adjust focus. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is usually quiet. Work is performed from the office.

Must have the ability to perform the essential job duties with or without reasonable accommodation.

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*NOTICE*

This position description in no way states or implies that the responsibilities and tasks are the only responsibilities and tasks to be performed by the employee occupying this position. They will be required to follow any other instructions and to perform any other job-related duties as required by their manager.

The requirements stated herein are minimum levels of knowledge, skills and/or abilities to qualify for this position. To perform the duties and responsibilities of this position successfully, the incumbent will possess the abilities and aptitudes to perform each task proficiently. "Ability" means to possess and apply both knowledge and skill.

All employment decisions, including promotions, transfers, and others, are based on meeting all requirements herein and on organizational need, the employee's being in good standing (including lack of disciplinary actions), meeting all applicable performance standards and other nondiscriminatory criteria. The methods of fulfilling requirements are subject to possible modification to reasonably accommodate qualified individuals with disabilities. Some requirements, however, may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or others.

THIS DOCUMENT DOES NOT CREATE AN EMPLOYMENT CONTRACT, IMPLIED OR OTHERWISE. WE MAINTAIN AN "AT WILL" EMPLOYMENT.