Facilities Administrative Assistant - Orlando

Massey Services, Inc.; United States; 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

Massey Services, Inc. in Orlando, Florida seeks an Executive Administrative Assistant to support Division Managers across multiple service centers. Responsibilities include calendar management, correspondence, reporting, and coordinating regional meetings and travel.

The ideal candidate will have strong communication skills and proficiency in Word, Excel and PowerPoint, plus customer-service experience. Some travel and flexible hours may be required.

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).
• 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.

Responsibilities

• Maintain a professional image in appearance and work area.
• Answer all phone calls for Division Managers and route calls or respond with information.
• Manage Division Managers’ calendars and schedule meetings.
• Receive and sort mail, prepare correspondence, and coordinate communications.
• Prepare weekly and monthly reports and budgets as requested.
• Coordinate regional meetings, travel arrangements, and event logistics.
• Serve as liaison among Service Centers, Corporate Office, and Executive Office.
• Assist HR with pre-employment and personnel file documentation.
• Attend training to stay updated on operational processes.
• Perform other duties as assigned.

Skills

Word

Excel

PowerPoint

Communication

Customer service

Supervisory experience

Typing speed

Education

High school diploma

College degree in business

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