Administrative Assistant
Part-Time Introduction: We are seeking a detail-oriented and proactive Operations and Maintenance Administrative Assistant to join our team. In this role, you will provide essential administrative support to ensure the smooth operation of our Operations and Maintenance team. The ideal candidate is organized, communicative, and skilled at handling diverse tasks, from scheduling and data management to coordinating team logistics. Your contributions will play a critical role in enhancing the efficiency and effectiveness of our maintenance operations, supporting a safe and well-maintained work environment.
Compensation: $22.00/hour
Expected Hours: 24 hours/week
Essential Duties: - Maintains a professional office environment while providing high level, detailed support for the Vice President of Operations, Director of Operations, Director of Maintenance, and department leads and staff.
- Reconciles invoices and credit cards.
- Actively collaborates for other departments to develop and complete tasks.
- Orders and maintains an inventory of all departmental supplies.
- Manages all department files and records.
- Coordinates trainings to include First Responder, Fire Department and other safety trainings.
- Processes support requests for all private and special events. Provides follow-up coordination for all revisions. Responsible for providing administrative support for all events as needed to include the semi-annual Council meetings.
- Screens and routes telephone and radio calls, contractor, and courier needs and is the primary initial contact for other departmental needs.
- Assists with the intake and routing for all requests for the FreshDesk service order management system. Takes lead, with the support of the FreshDesk, alongside the Operations and Trades Supervisor.
- Administrative liaison with the security department.
- Collaborates with the VP of Operations and Director of Operations and Maintenance in digital archiving of all architectural plans and project files.
- Conducts all work in accordance with all department procedures and guidelines.
- Works independently and with a minimum of supervision.
- Performs other duties as assigned.
Qualifications and Education Requirements: - Three years office administration experience with office management experience preferred.
- Ability to maintain a high level of professionalism and confidentiality with all matters.
- Excellent organizational and time management skills with exceptional multi-tasking skills.
- Ability to multi-task and meet deadlines under pressure within an area of high work volume.
- Excellent and variable computer skills.
- Bilingual preferred, but not required.
Equipment Used: Computers, computer programs, telephones, printers, software, two-way radios, and office equipment.
Proficient skills in Excel, Word and Adobe. Preferred skills with Visio, Publisher and AutoCad.
Benefits: - 403(b) Retirement plan with employer matching
- Employee recognition at 5 years of service
- Monthly employee events
- Employee referral program
- Flexible work schedule
- On-site Library
- Discount on Public Event Tickets
- Discount in the Mount Vernon Shops
- Discount at the Mount Vernon Inn and Food Court Pavilion
- Free parking
Mount Vernon is dedicated to creating an inclusive environment for all employees. As an Equal Opportunity Employer, we are committed to building and retaining a team that represents a variety of skills, experiences and perspectives. All employment decisions are based on business needs, job requirements, performance, and qualifications without regard to race, religion or belief, national or ethnic origin, gender/sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital or domestic partnership status, veteran and military status, family or parental status, or any other status protected under federal, state, or local law. Mount Vernon will not tolerate discrimination or harassment based on any of these characteristics.