Maintenance Administrative Assistant

Winter Park Towers; Winter Park (FL); On-site; USD 32,000 - 42,000; Full time

Benefits offered by this job

Health Insurance

Vision & Dental Insurance

Fitness Facility Onsite

Employee Discounts & Employee Café

PTO

Parking

Career Advancement

And More!

Job summary

Westminster Winter Park, part of Westminster Communities of Florida, seeks a Maintenance Administrative Assistant to support the Health Center. The role schedules appointments, handles calls, and assists the Director with clerical tasks and minor projects.

You will enter work orders in the maintenance tracking system, generate routine reports, process invoices, and maintain contractor records and MSDS books. Strong MS-Office skills and the ability to learn the maintenance software are essential.

Qualifications

• High school diploma or GED required.
• 1–3 years related experience and/or training.
• Proficiency with MS-Office and maintenance software.

Responsibilities

• Enter work orders into the maintenance tracking software.
• Receive maintenance requests by phone and log them.
• Produce daily, weekly and monthly maintenance reports, including spend-down reports.
• Process invoices/receipts with proper account coding and coordinate with accounting.
• Maintain contractor insurance information, W9 and MSDS book.

Skills

MS-Office Suite

English literacy

Maintenance software

Education

High school diploma or GED

Job description

Nestled in the heart of beautiful Winter Park, Westminster Winter Park provides a rewarding workplace near charming shops, dining, parks, and cultural attractions, making it an ideal place to grow your career while making a difference in the lives of older adults. We hold Joint Commission accreditation, a nationally recognized standard that reflects our commitment to safe, high-quality care. We are proud to be recognized for excellence in senior care from U.S. News & World Report Best Nursing Homes for Rehab 2026, U.S. News & World Report Best Nursing Homes for Long-Term Care 2026, Newsweek, America’s Best Continuing Care Retirement Communities 2026.

We are currently searching for a Maintenance Administrative Assistant to work in the Health Center. In this role, the administrative assistant is responsible to schedules appointments, gives information to callers, takes dictation or transcribes, and otherwise assists the Director with clerical work and minor administrative and business deals. Maintain ms2000 preventive maintenance and work request software. This position reports to the Director of Maintenance.

Schedule: Full Time position | Weekdays- 8:00am to 4:30pm

ESSENTIAL JOB FUNCTIONS:

1. Performs office and administration duties for the department, including entering work orders into the maintenance tracking software. Keeps track of open and closed work orders.
2. Receive maintenance request via the phone and enter the request into the maintenance tracking software for proper tracking and scheduling.
3. Produce daily, weekly and monthly maintenance reports for review by the department. This includes weekly spend-down reports.
4. Process invoices/receipts according to proper account coding system. Interface with the accounting representative for monthly matching purposes.
5. Keep track of the contractor’s insurance information and W9. Maintain an up to date MSDS Book.

Qualifications:

1. High school diploma or general education degree (GED);

Experience:

1. and one to three years related experience
2. and/or training; or equivalent combination of education and experience.

Required Skills:

1. Computer literate and experience with MS-Office Suite including spreadsheets.
2. Ability to learn the maintenance software, print reports and confirm order status.
3. Ability to read, write and speak the English language and understand and follow written and oral directions.
4. Ability to prioritize tasks and manage time effectively in a fast-paced environment.

IMPORTANT NOTE

In alignment with public health best practices WESTMINSTER COMMUNITIES OF FL strongly encourages annual influenza vaccination for all healthcare personnel. Employees may be required to either:

• Provide documentation of current seasonal influenza vaccination,
  or
• Submit a written declination and, if applicable, comply with alternative protective measures (e.g., wearing a surgical mask during flu season).

Medical and religious exemptions will be considered.

Join Westminster today! We offer:

• Competitive Wages
• Health Insurance, Vision & Dental Insurance
• Fitness Facility Onsite
• Employee Discounts & Employee Café
• PTO
• Parking
• Career Advancement
• And More!

Westminster offers a supportive, mission-driven environment where team members are valued and actively supported in their professional growth and career development. We are committed to providing competitive pay and benefits. Benefits for part-time positions include paid time off, and more.

Visit Career Benefits/Westminster Communities of Florida for more information

We Thrive:

We believe our success starts with our people. Our culture is rooted in teamwork, communication, accountability, and quality, creating an environment where our 2,800 team members are supported, empowered, and encouraged to grow. We value collaboration, recognize contributions, and are committed to fostering a workplace where everyone can thrive and make a meaningful impact.

Follow us on Facebook and Instagram @WestminsterCareers and on LinkedIn to learn more about Westminster Communities of Florida.

Westminster Communities of Florida is an equal opportunity employer.

Qualified applicants will receive consideration for employment without regard to their race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected classification.

We are committed to fostering a diverse and inclusive workplace and encourage all qualified individuals to apply.

We conduct drug testing and criminal background screening on all new hires.

Applicants can learn more about Florida background screening requirements at https://info.flclearinghouse.com/

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.