Site Administrative Assistant Facilities Administrator

Blue Star Partners LLC; Orlando (FL); On-site; Full time

Job summary

An established industry player is seeking a detail-oriented Site Administrative Assistant to enhance office operations and support facilities management. This role involves coordinating administrative tasks, managing site requests, and ensuring effective communication across departments. Ideal candidates will bring 2-4 years of administrative experience, strong organizational skills, and proficiency in Microsoft Office Suite. Join a dynamic team where your contributions will help streamline processes and foster a collaborative work environment. If you thrive in a fast-paced setting and enjoy multitasking, this opportunity is perfect for you!

Qualifications

• 2-4 years of experience in an Administrative Assistant role required.
• Proficient in MS Office Suite, especially PowerPoint and Excel.

Responsibilities

• Assist in daily management of site requests and vendor communications.
• Create and submit monthly expense reports for leadership.
• Order and maintain office supplies and ensure appropriate inventory levels.

Skills

Organizing & Multi-tasking

MS Office Suite

Communication Skills

Attention to Detail

Problem-solving

Leadership Capabilities

Interpersonal Skills

Education

High School Diploma

Tools

Microsoft 365 Suite

Office Equipment

Job description

Job Title: Site Administrative Assistant | Facilities Administrator
Location: Orlando, FL – Onsite – Local candidates only
Period: 07/22/2024 to 07/18/2025 – potential for extension
Hours/Week: 40 hours (Hours over 40 will be paid at Time and a Half)
Rate: $25/hour
Contract Type: W-2 only

Scope of Services

The Site Administrative Assistant, Contract, is responsible for organizing and coordinating office operations and procedures to ensure organizational effectiveness and efficiency. Primary responsibilities include completing all facilities and senior leadership administrative tasks. The ideal candidate should have excellent attention to detail, strong computer skills, and the ability to multitask, with 2-4 years of experience in administrative roles. Experience in facilities management is a plus.

Essential Duties and Responsibilities

• Daily Management: Assist in the daily management of site requests and vendor communications.
• Expense Reporting: Create and submit monthly expense reports for leadership.
• Mail Handling: Sort daily mail and shipments, deliver to correct departments, and maintain delivery logs.
• Meeting Minutes: Take site meeting minutes and report action items for site administrative needs.
• Task Management: Complete daily, weekly, and monthly task lists consisting of a variety of administrative and facility responsibilities.
• Purchase Orders: Create Site Purchase Orders in a timely fashion.
• Office Supplies: Order and maintain office supplies and ensure appropriate inventory levels.
• Facilities Maintenance: Ensure cleanliness and adequate stocking of supplies in conference rooms and common areas.
• Facilities Support: Support facility management with facilities issues and new hire needs.
• Office Equipment: Operate a variety of office equipment such as copy machines, collators, computers, postage sorter, and postage machine.
• Technology Management: Learn how to run and operate the room-ready technology in main conference rooms.
• Event Coordination: Assist with the coordination of office events, on-site meetings, and the ordering and facilitation of catered lunches.
• Documentation Management: Manage and maintain Site Directory, Seating Charts, Inventory Logs, and Facilities Documentation.
• Quality System Processes: Execute applicable Quality System processes and monitor the accuracy of service provided.
• Vendor Oversight: Directly oversee janitorial and pest control vendors and their day-to-day activities and assessments.

Experience and Qualifications

• 2-4 years of experience in an Administrative Assistant role required.
• Bi-Lingual Preferred.
• High School Diploma required.
• Proficient in MS Office Suite, including PowerPoint (at least proficient) and Excel (intermediate, with knowledge of pivots).
• Good keyboarding and typing skills.
• Proficient in Microsoft 365 Suite.

Key Competencies:

• Excellent organizational skills.
• Ability to prioritize multiple tasks.
• Effective written and verbal communication skills.
• Strong interpersonal skills.
• Ability to interact effectively with all levels of the organization.
• Demonstrated ability to maintain a professional image.
• Attention to detail.
• Proactive initiative.
• Collaborative team player.
• Quick learner with strong adaptability.
• Problem-solving skills.
• Leadership capabilities.
• Ability to maintain spreadsheets, expense reports, and calendars.

Top Skills

• Organizing & Multi-tasking
• Approachability
• Action-Oriented
• Peer Relationships
• Written Communications
• Functional/Technical Skills