Maintenance Administrative Assistant

Vacatia; Kissimmee (FL); On-site; USD 21,000 - 28,000; Full time

Job summary

Vacatia is seeking a Maintenance Administrative Assistant to support the Facilities Manager and the Maintenance Department at our Kissimmee resort. You will coordinate daily administrative operations, maintain compliance documentation, assist with work orders, and liaise between departments to keep our resort running smoothly.

Responsibilities include managing emails, calendars, and correspondence, maintaining records and reports, and assisting with scheduling and events.

Qualifications

• High School Diploma or GED is 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, PowerPoint).
• Ability to handle confidential information with professionalism and discretion.

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

Office organization

Multitasking

Problem-solving

Discretion

Microsoft Office

Education

High School Diploma or GED

Job description

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Now Hiring: Maintenance Administrative Assistant | Keep Our Resort Running Behind the Scenes!

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