Job description
Job Summary:
- To provide office support to the Facilities Manager as required. The ability to code and process invoices will be required. Responsible for handling most of the office duties of the Facilities Manager during vacations or other times as needed.
Essential Functions and Responsibilities:
- Responsible for supervising the front office staff.
- Provide office support to the Facilities Manager, Grounds and Maintenance Supervisor and construction department.
- Responsible for maintaining spend down and all necessary documentation for maintenance, construction and capital projects, including but not limited to processing of invoices to insure payment to contractors are processed in a timely manner.
- Responsible for scheduling inspections and maintenance of all documents associated with the inspections.
- Keep the Facilities Manager informed of all issues or situations that are reported by residents or other personnel.
- Ensure office supplies have been replenished in work areas as necessary (fax machine, copier, etc.).
- Responsible for monitoring employee time cards and PTO requests in Paychex, Covid screening in Accushield, training completion in Relias, and all work order requests from the JKV residents & staff through Worxhub.
- Responsible for licensing renewals i.e. company vehicles, elevators, city and county swimming pools & spa and water certification
Other Functions and Responsibilities:
- Other duties as requested or assigned by Facilities Manager.
Working Conditions:
- Frequently works in artificially lighted, ventilated areas as well as throughout the facility.
- Will be subject to frequent interruptions, is involved with residents, family members, personnel, visitors, vendors and contractors.
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