Administrative Assistant

Description

JOIN OUR HISTORIC TOURS OF AMERICA FAMILY

Position Purpose

The Administrative Assistant performs general administrative support to the Facilities Maintenance General Manager and the Facilities Maintenance Department in a busy office environment. Daily job duties can range from answering the telephone, preparing correspondence, inputting data, organizing work worders, scheduling staff and subcontractors, and on-boarding, preparing personnel records, and processing payroll for the maintenance staff.

Employee Benefits

• Competitive pay and paid training: $25 per hour
• Shift Time: Monday -Friday, 40-hour work week to include holidays.
• All FT Employees are eligible for paid vacation time, as well as company sponsored health and wellness plans
• All FT, PT and Seasonal employees are eligible for: paid sick time, 401K plan with company matching*, fun and upbeat work environment with various award and recognition celebrations throughout the year, First Stop Health - 24 hr. access to doctor by phone or computer for employee and their dependents (Employer pays 100%), discounts in retail stores and free admission to all company attractions

Operating tours, attractions and retail in Boston, Charleston, Key West, Nashville, San Antonio, San Diego, St. Augustine, Savannah, and Washington, DC since 1980!

Start your new Career with Us Today!

*Eligibility requirements may apply

Requirements

Essential Functions

• Process the weekly payroll for 3rd party employees with outside sourcing companies. Ensure before hiring or rehiring, the person has been sent to the corporate HR Department for pre-employment drug testing.
• Work with the Historic Property Management Department (HPM), answering multi-line telephone in a pleasant, professional manner, assist the public with information, and direct calls to the appropriate person or screen calls as directed. This includes taking work orders, transferring calls, or taking and delivering messages to the appropriate person. Courtesy, friendliness, and hospitality should be extended in full measure to every person.
• Process work orders received through the work order software; schedule staff or craft workers to complete work orders. Update work order software as work orders are completed. Randomly confirm customer satisfaction with the completion of repairs.
• Ensure regular preventative maintenance is scheduled and performed.
• As assigned, work with sub-contractors on repairs, instillations, small construction remodeling, grounds improvements, and maintenance projects.

Required Knowledge, Skills, and Abilities

• High degrees of self-motivation and the ability to manage one’s time and work independently over long periods of time within the scope of established rules and regulations.
• Knowledge of administrative and clerical procedures and systems such as word processing, spreadsheets, emails, 10-key calculators, copy machines, managing files and records, designing forms, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services, this includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• A sound knowledge of telephone etiquette with the ability to speak in a clear voice. No shouting or interrupting the customer.
• Ability to maintain good working relationships with customers, employees, and department staff.

Qualifications

• High school graduate or equivalent preferred.
• 3 to 5 years of previous secretarial or business administration experience.
• Property management or construction office experience preferred.
• Knowledge of Microsoft Word processing, Excel spreadsheets, and Outlook email.
• Knowledge of a work order system (ED Edward preferred) and payroll system (Paychex preferred) preferred.

Other Requirements

• Must pass pre-employment MVR/background check and substance abuse testing.
• Valid FL Driver’s License with an acceptable driving record for the past 3 years.