Palm Island Resort

Compensation

Full Description

Overview We are seeking a highly organized and detail-oriented Maintenance Administrative Assistant to support our maintenance department. This role involves providing essential clerical and administrative support to ensure smooth operations within the maintenance team. Assists the Maintenance Manager and provides the organizational and logistical support necessary to ensure the efficient operation of a maintenance department. They act as the central hub for scheduling, documentation, and communication, supporting technicians and management to prevent downtime and maximize productivity. Duties · • Work Order Management: Processing, tracking, and closing out work orders from initiation to completion, ensuring all details are accurately recorded in a Computerized Maintenance Management System (CMMS). • Scheduling and Coordination: Coordinating and scheduling maintenance activities, including preventive maintenance (PM), repairs, inspections, and external vendor visits, while aligning with operational schedules and technician availability. • Documentation and Record-Keeping: Maintaining comprehensive equipment histories, maintenance logs, safety documentation (e.g., SDS books), and performance reports. MSDS logs as well. Insurance logs, including Certificates of Insurance, Auto Insurance, and Worker Comp or Exemption Certificate. ( I would suggest these be scanned into a shared drive for access during audits • Inventory and Procurement Support: Managing and monitoring stock levels of spare parts and supplies, initiating purchase requisitions, processing invoices, and assisting with budget tracking. • Communication and Customer Service: Serving as the primary point of contact for maintenance inquiries from internal staff, external vendors, and contractors, home owners and rental guests ensuring timely resolution of issues and clear communication. • Data Analysis and Reporting: Generating reports on key performance metrics (e.g., work order completion rates, equipment downtime) for management review and identifying trends for process improvements. • General Administrative Support: Performing general office duties such as filing, data entry, answering phone calls, preparing meeting agendas and minutes, and managing department attendance/payroll records. • Maintains good personal hygiene. • Perform other duties as assigned and assist other departments as needed. Skills Technical Skills: • Proficiency in Microsoft Office Suite (Word, Excel for data analysis, Outlook for scheduling). • Familiarity with Computerized Maintenance Management Systems - Escapia is highly preferred. • Basic understanding of maintenance processes (preventive, corrective) and safety regulations. Soft Skills: • Strong organizational skills and attention to detail. • Excellent written and verbal communication abilities. • Proactive problem-solving skills and adaptability. • Strong time management and ability to multitask in a fast-paced environment. Pay: $17.00 - $19.00 per hour Expected hours: 34.0 – 45.0 per week Benefits: • Dental insurance • Employee discount • Health insurance • Paid time off • Vision insurance Application Question(s): • Do you have previous experience working with contractors, vendors and accepting deliveries? Experience: • Office management: 2 years (Required) Ability to Commute: • Placida, FL 33946 (Required) Work Location: In person