Executive Facilities & Operations Coordinator

masseyservices; Orlando (FL); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Company Paid Life Insurance

401(k) with company match

Short & Long Term Disability

Paid vacations & sick time

Tuition Reimbursement Program

Job summary

Based in Orlando, Massey Services is a leading pest prevention and landscape services company serving residential and commercial clients across multiple states. Massey Services is seeking an Administrative Associate to support Division Managers, handle correspondence, meetings, and travel arrangements, and prepare operating reports.

Strong MS Office skills, professional communication, and supervisory experience are preferred.

Qualifications

• High school diploma or equivalent required.
• College degree in business related field strongly preferred.
• Must possess computer expertise in Word, Excel and Power Point (minimum, other program knowledge helpful).
• Must possess exceptional oral and written communication skills, plus ability to compose professional letters.
• Extensive experience interacting with the public or in a customer service role required.
• Supervisory experience preferred.
• Must be flexible with regard to assignments and work hours (overnight out-of-town work may be required).
• Ability to create programs for field operations required.
• Ability to analyze numerical data required.
• Shorthand/speed writing preferred.
• Ability to prioritize work and complete tasks in a fast-paced environment required.
• Must possess excellent follow-through ability and good judgment.
• Must possess ability to operate general office equipment.

Responsibilities

• Maintain a professional image in both appearance and work area.
• Answer all phone calls for Division Managers and respond to caller's request by researching information and responding, taking messages, or routing calls.
• Receive all incoming mail for Division Managers. Sort, open and respond accordingly. Ensure outgoing mail is processed daily.
• Compose all correspondence for Division Managers. This could include correspondence with customers or team members, interoffice memorandum, or others.
• Maintain schedule for Division Managers and ensure immediate access to them at all times.
• Attend meetings and take notes on behalf of Division Managers. Follow-up as necessary to all relevant concerns, issues, or requests for information, reports, or data, following each meeting.
• Act as liaison between Service Centers, Corporate Office, Division Managers and Executive Office. Ensure lines of communication are open and all appropriate information is communicated accurately and professionally.
• Make all arrangements for regional meetings and handle the set-up and clean-up of regional functions. This includes everything from hotel accommodations, reservation of corporate training room space, ordering of food, pick-up of food or groceries, arrangement of items, refreshing items during meetings, and clean-up after meetings.
• Travel with Division Manager to attend meetings or assist with service center issues.
• Handle all customer inquiries and complaints immediately and keep Division Managers informed.
• Work with Human Resources to ensure ESF's for appropriate service centers are properly completed and submitted on a timely basis.
• Arrange interviews for Division Managers and ensure compliance with pre-employment program and system.
• Gather daily, weekly and monthly operational reports. Compile weekly Sales Recap Reports based on sales information submitted from individual service centers every Friday.
• Assist with preparing budgets each trimester. Work will include worksheets, as well as P&L's data collection, compilation, printing and distribution following final Executive approval.
• Attend technical training classes whenever possible to stay abreast of all technical information and changes.
• Perform all other duties as assigned.

Skills

Office Administration

Communication skills

Microsoft Office

Scheduling

Budgeting

Research

Education

High school diploma

Bachelor's degree in Business

Tools

Word

Excel

PowerPoint

Job description

Based in Orlando, Massey Services is a leading pest prevention and landscape services company serving residential and commercial clients across multiple states. Massey Services is seeking an Administrative Associate to support Division Managers, handle correspondence, meetings, and travel arrangements, and prepare operating reports.

Strong MS Office skills, professional communication, and supervisory experience are preferred.