Job Description

Job Description

Job Description

Job Description:

This position provides administrative support to ensure efficient operations including but not limited to managing incoming phone lines, data entry, dispatch of service calls, follow up with technicians and maintenance schedules, preparing and sending correspondence to customers, vendors and employees, communicating issues to appropriate personnel, managing collections and necessary reporting, reviewing employee time-keeping records, writing reports, special projects in addition to other administrative duties as listed below.

Responsibilities:

Job duties typically include and without limitation:

Provide high-level administrative support to all department supervisors and executive leadership.

Facilitate internal and external communications and updates to ensure smooth daily operations.

Support with record keeping of safety compliance, maintain a positive and safe workplace.

Retrieve messages from the answering machine and forward appropriately.

Prepare letters, marketing pieces, and spreadsheets as requested.

Process newly awarded contracts by creating job number; track projects until completion.

Organize and maintain all accounting-related files for correspondence and records.

Track issues found on properties (e.g., issues with drain lines, gas lines, smoke detectors) and promptly report to Supervisor and Property Manager.

Create Work Orders in database when Technicians report maintenance issues, including, but not limited to, broken drain lines, roof issues and irrigation issues, and promptly report those issues to team.

Organize maintenance technician’s receipts and submit for processing.

Process new work order requests applicable to all departments. Follow up with work orders and update work notes daily.

Manage the in-progress work orders including scheduling assistance, billing, and close out requirements.

Collect and review timecards for accuracy, ensure corrections are made when needed, and promptly submit for payroll processing.

Handle all monthly contract billing processes, ensuring invoices are accurate and sent out promptly.

Manage collections, maintaining communication with vendors and resolving any billing issues.

Create weekly collection reports for Management review.

Update and maintain Uniform needs and safety inventory with HR.

Track OSHA job safety training.

Support onboarding training with field binders, safety orientation, and site introduction.

Offer technical support to staff as needed including phone set up, creating emails, troubleshooting password resets, computer troubleshooting, etc.

Ensure all files are up to date, both electronic and physical.

Assist in the planning of company events and meetings.

Provide administrative coverage as needed to all commonly held companies.

Report to work regularly and on time.

Work closely with staff/employees and support general office business as needed.

Produce consistent, high-quality work.

Take direction and respond cooperatively to supervision.

Follow all company policies stated in the Philco Building Maintenance, Inc. handbook.

All other duties as assigned.

Qualifications/ Skills:

Strong organizational skills, ability to prioritize requests, and meet deadlines.

Sound decision making and problem-solving skills.

Excellent verbal, written and interpersonal communication skills including the ability to write, edit, and proofread with accuracy and attention to detail.

Proficient with Microsoft Office programs including Word, Excel, Outlook, and OneDrive.

Manage one’s own time, multi-task and change priorities quickly.

Ability to work both independently and in a team environment.

Completes projects with minimal supervision.

Maintain a high level of professionalism, discretion, and confidentiality.

Ability to maintain a positive and enthusiastic attitude.

Works effectively under pressure.

EDUCATION and/or EXPERIENCE:

High school diploma or general equivalent diploma. The ideal candidate will have 5+ years Administrative Assistance experience in construction, dispatch, or commercial property management. Experience with collections and payroll process a plus.

CERTIFICATES, LICENSES, REGISTRATIONS:

Possession of or ability to obtain and maintain:

1. A valid state driver’s license with no major violations within the last 3 years.
2. Valid car insurance needed.

This job may require the use of your personal vehicle to drive for business purposes.

PSYCHOLOGICAL DEMANDS OF THE JOB: The psychological demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee spends 2/3 or more of the total time on the job:

Changing priorities.

Being interrupted.

Juggling multiple tasks.

Working as part of a team.

Interacting with people from other departments.

Meeting deadlines.

Paying attention to detail.

Having to "think on their feet”.

Building rapport with customers/vendors/community contacts, etc.

Dealing with a "fast-paced" environment.

Employee spends 1/3 to 2/3 of the total time:

Working alone.

Dealing with irritated and angry people.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly (2/3 or more total time) required to:

sit on an office chair up to 8 hours per day.

use hands to finger, handle, or feel objects and controls such as those on telephones and computers.

talk and hear in person and on the telephone.

reach with hands and arms, grasp objects, push/pull file drawers of 10-50 pounds, twist the upper body, rotate the wrist, and use finger dexterity writing and using the computer.

Frequently (1/3 to 2/3 total time) required to:

kneel to file.

squat to file.

bend to file.

Occasionally (up to 1/3 total time) required to:

lift 10 to 20 pounds from floor to desk or top of file cabinet and carry for a distance up to 10 to 40 feet.

bend to file or retrieve an item on the floor or in a drawer.

stand for several minutes at a time for up to 1 hour a day.

walk for a distance of up to 10 to 5,000 feet up to 4 hours a day.

climb stairs.

Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet to moderate.

Work is performed in an office, no telecommuting. Regular hours of work are 8:00 a.m. to 5:00 p.m., Monday through Friday.

EQUIPMENT USED:

Regularly: Occasionally:

Computer and printer Fax machine

Telephone Specialty Printer

Copier 10-Key

Cell phone

EOE

Philco Building Maintenance, Inc. is a full service commercial property maintenance company created to provide quality and cost-efficient maintenance to commercial property owners and tenants. Our Maintenance Team is excited to add a new Admin to the team!

Company Description

Philco Building Maintenance, Inc. is a full service commercial property maintenance company created to provide quality and cost-efficient maintenance to commercial property owners and tenants. Our Maintenance Team is excited to add a new Admin to the team!

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