Sr. Administrative Assistant
hace 19 días
Warwick
Job Description SUMMARY: Performs general core secretarial functions for the Building Maintenance Department. Supports the administrative requirements generated by a department management and maintains methodical, well-organized documentation. ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other related duties may be assigned. • Provides administrative support for a department head in a highly organized and detail-oriented manner., • Consistently produce high-quality work maintaining methodical records, calendars, and schedules to ensure smooth daily operations., • Prepare, format, and edit complex reports, spreadsheets, and presentations with a high degree of accuracy and professionalism., • Organize and maintain structured filing systems—both digital and physical—for easy access and retrieval., • Maintain calendars and coordinate scheduling for building maintenance staff time off, meetings, appointments, travel, and events across multiple stakeholders., • Track deadlines and follow up on outstanding tasks or documentation to ensure timely completion., • Compile and analyze data for departmental reports and decision-making., • Operates various typical office machines such as copier, fax, printer, shredder, projector and TVs., • Receives, logs, and properly distributes all incoming communications, including phone calls, mail and fax., • Fields calls and emails from the general public and tenants and provides a pleasant, friendly demeanor and high level of customer service to all internal and external stakeholders., • Assists the department head to schedule calls, appointments, and coordinate department events., • Provides relief for the switchboard operator as needed., • Performs computer word processing, spread sheets and data entry in a proficient and accurate manner; uses other software applications as needed to support the department., • Maintains up-to-date training in the current work order management system) and assists in entering, organizing, and reporting on work orders., • Prepares meeting agendas, takes minutes of meetings and publishes accurate minutes., • Track and process departmental purchase orders, vendor invoices, and contract documents in accordance with RIAC procurement procedures., • Monitor departmental budget and assist with financial tracking and reporting as directed., • Tracks monthly, quarterly, biannual preventive maintenance schedules., • Provides front-line support to department personnel and others as required using two- way radio communications., • Assists in coordinating the scheduling of repairs., • Prepares electrical bills for outlying buildings, the Airport terminal, parking concession, car rentals and terminal tenants., • Assists with coordinating Board Room set up for scheduled meetings., • Assists with department time sheets and payroll documents., • Provides a department contact for dealing with fire alarms and coordinates with, • electricians, managers and the fire department., • Checks building maintenance invoices for accounting accuracy., • Verifies and inspects work performed by contract cleaning services as directed., • Other related duties as assigned. SUPERVISORY RESPONSIBILITIES: None QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Handle multiple tasks with ease and accuracy., • Proficiently operate a computer and pass a performance test., • Able to provide efficient, administrative support to a busy department, and to deal courteously with customers to the department., • Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and work order management systems., • Excellent written and verbal communication skills., • Strong organizational skills with attention to detail and the ability to manage multiple priorities., • Ability to work both independently and collaboratively in a team environment., • Comfortable working in a dynamic, operational setting with occasional exposure to airfield or industrial environments., • Must be able to successfully achieve and maintain an airport security clearance to access the airfield and airport terminal building which must be maintained as a condition of continued employment., • Must maintain a valid driver's license and be insurable which must be maintained as a condition of continued employment. EDUCATION and/or EXPERIENCE: • Bachelor’s degree required., • At least 5 years of progressive administrative experience, supporting facilities, maintenance, construction, or operations teams required. CERTIFICATES, LICENSES, REGISTRATIONS: None SHIFT: Monday - Friday 7:30AM to 4:00PM PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Prolonged use of computer keyboard and monitor., • Use of stairs or elevator will be necessary., • Courier documents between RIAC offices (3rd floor to building maintenance, for example)., • Must be able to traverse airport property, including terminals, airfields, parking structures, and maintenance areas, as required to support departmental operations, inspections, and coordination with facilities staff and contractors. WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Office area or cubicle in an airport terminal., • Enclosed building area with self-contained ventilation system. This organization provides equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, sex, sexual orientation/expression, political affiliations, marital status, and non-disqualifying physical or mental disability. This organization welcomes and encourages applications from minorities, veterans, and persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application process. The decision on granting reasonable accommodation request will be on a case-by-case basis.