Maintenance Administrative Assistant

Vacatia, Inc.; Kissimmee (FL); On-site; USD 36,000 - 37,000; Full time

Job summary

Vacatia, Inc. is seeking a Maintenance Administrative Assistant to support the Facilities Manager and Maintenance Department at our Kissimmee resort.

You will coordinate daily administrative tasks and help keep our operations running smoothly. This role emphasizes documentation, work order support, interdepartmental communication, and filing, with a customer-service mindset for associates, guests, and vendors.

Qualifications

• High School Diploma or GED required.
• 3+ years of hospitality or administrative experience (resort or timeshare experience preferred).
• Strong organizational, multitasking, and problem-solving skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint).
• Ability to handle confidential information with professionalism and discretion.
• Dependable, detail-oriented, and able to thrive in a fast-paced environment.

Responsibilities

• Serve as the administrative hub for the Maintenance Department.
• Coordinate communication between Maintenance, Housekeeping, Front Desk, Dispatch, vendors, and other resort departments.
• Manage emails, phone calls, calendars, meetings, and departmental correspondence.
• Maintain organized records, filing systems, compliance documentation, and confidential employee files.
• Track maintenance reports, pest control records, appliance inventories, water management documentation, and other operational reports.
• Assist with daily work order assignments and departmental scheduling.
• Receive and distribute mail and deliveries, including Amazon, FedEx, UPS, and other vendors.
• Order office supplies and coordinate office equipment maintenance.
• Track employee attendance, anniversaries, and departmental documentation.
• Prepare reports, spreadsheets, meeting minutes, and presentations.
• Support department events and special projects while providing exceptional customer service to associates, guests, and vendors.

Skills

Organizational skills

Multitasking

Problem-solving

Microsoft Office

Confidentiality

Education

High School Diploma or GED

Job description

We're currently seeking a Maintenance Administrative Assistant to join our resort team. In this essential role, you'll support the Facilities Manager and Maintenance Department by coordinating daily administrative operations, maintaining compliance documentation, assisting with work order management, and serving as a key liaison between departments to help keep our resort operating efficiently.

Pay rate: $17.50/hr

Location: 2975 Arabian Nights Blvd, Kissimmee, FL 34747

What You'll Do:

• Serve as the administrative hub for the Maintenance Department
• Coordinate communication between Maintenance, Housekeeping, Front Desk, Dispatch, vendors, and other resort departments
• Manage emails, phone calls, calendars, meetings, and departmental correspondence
• Maintain organized records, filing systems, compliance documentation, and confidential employee files
• Track maintenance reports, pest control records, appliance inventories, water management documentation, and other operational reports
• Assist with daily work order assignments and departmental scheduling
• Receive and distribute mail and deliveries, including Amazon, FedEx, UPS, and other vendors
• Order office supplies and coordinate office equipment maintenance
• Track employee attendance, anniversaries, and departmental documentation
• Prepare reports, spreadsheets, meeting minutes, and presentations
• Support department events and special projects while providing exceptional customer service to associates, guests, and vendors

What We're Looking For:

• High School Diploma or GED required
• 3+ years of hospitality or administrative experience (resort or timeshare experience preferred)
• Strong organizational, multitasking, and problem-solving skills
• Proficiency in Microsoft Office (Word, Excel, Outlook, and PowerPoint)
• Ability to handle confidential information with professionalism and discretion
• Dependable, detail-oriented, and able to thrive in a fast-paced environment

Why Join Us?

• Become a key member of a collaborative resort operations team
• Play an essential role supporting one of the resort's largest operational departments
• Gain exposure to maintenance operations, compliance, purchasing, and resort administration
• Work in a dynamic hospitality environment where every day brings new opportunities
• Opportunities for professional growth and advancement within resort operations

Ready to put your organizational skills to work and help keep our resort operating at its best?