Site Administrative Assistant | Facilities Administrator

Job Description

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

Key Competencies :

Top Skills