Facilities Administrative Assistant - Orlando

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, Florida, Massey Services is one of the nation's largest and most respected service companies, with a history of providing quality service for more than three decades. Celebrating consecutive years of profitable growth since 1985, Massey Services and its subsidiary organizations employ over 2,800 team members and operate over 2,400 vehicles that provide Residential and Commercial Pest Prevention, Termite Protection, Landscape and Irrigation Services to over 800,000 customers from 180+ Service Centers throughout Florida, Georgia, Louisiana, Texas, South Carolina, North Carolina, Virginia, Tennessee and Oklahoma.

Job Functions and Duties

• 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. Ensure messages are delivered in a timely and accurate fashion.
• 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. (Meetings may take place early mornings, during the day, late afternoons, or even on the weekends.)
• 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. Research customer information for Customer Care Department, upon request.
• Work with Human Resources to ensure ESF's for appropriate service centers are properly completed and submitted on a timely basis. Assist Human Resources with gathering appropriate information and documentation for personnel files.
• Arrange interviews for Division Managers and ensure compliance with pre-employment program and system. Test applicants when necessary.
• 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.

Benefits package includes:

• Medical
• Dental
• Vision
• Company Paid Life Insurance
• 401(k) with company match
• Short & Long Term Disability
• Paid vacations & sick time
• Tuition Reimbursement Program
• and many more.

Experience, Education and Skills Required

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. Must be organized, friendly and exhibit a willing-to-please demeanor at all times. Must be able to pass typing, math, spelling and other standard pre-employment tests.

Background checks completed on all candidates considered for hire

Massey Services, Inc. is a Drug Free Workplace and Equal Opportunity Employe