The assistant in this position will organize vendor invoices, readings, process and tracking of work order, process purchase order for of all supplies and materials. The Administrative Assistant is responsible to manage the work order system, participate in the Reserve for Replacement (RFR) process and maintenance of Engineering Standards Specifications and Inventories (SSI) .
Screen incoming calls, responding independently when possible.
Manage the work order management system.
Responsible for agendas, action items & minutes for Forecast, Safety and Department meetings.
Maintains department files/ records both confidential & non-confidential.
Composes & prepares department correspondence, reports, & other necessary documents.
Maintains General Ledger, work order management system, and department training records.
Understand & communicate Company processes, policies & standard operating procedures to the department when applicable.
Update Process Site if needed.
Provide administrative support to department by making copies, faxing, filing, transcribing & emailing.
Conduct research on an as needed basis.
Assist in the preparation and followup of assignments, initiatives, projects & reports including scheduling building inspections.
Follow up on all assigned assignments, initiatives, projects & reports.
Orders & distributes all materials and office supplies.
Completes and insures accurate inventory of parts room.
Type - Qualification
Skill - Proficient in MS Office products including: Word, Excel, Powerpoint, Publisher & Visio.
Skill - Ability to prioritize tasks and organize data, reports, and schedules
Experience - Previous experience working with general office equipment (facsimile, mail machine, copier, etc)
Education - High School diploma or GED required
Experience - Previous experience working in an entry level administrative position required (i.e., jr. admin, receptionist, file clerk, etc.)
ID: 2022-4204
External Company Name: Professional Hospitality Resources, Inc. and Ocean Beach Club LLC
External Company URL: http://goldkeyphr.com/
Street: 4201 Atlantic Ave
