SPECIFIC DUTIES AND RESPONSIBILITIES

The work environment characteristics described here are representative of those a Team Member encounters while performing the essential functions of this job with or without reasonable accommodations. This list of duties and responsibilities is not intended to be all-inclusive, but a general illustration. It may be expanded to include other duties and responsibilities deemed necessary.

• Responsible for all administrative functions within the Facilities department to include preparing and typing communications, forms, reports, charts and graphs, setting up and maintaining all files and records, placing, accepting and screening all telephone calls and referring calls to others as necessary, and arranging travel, hotel accommodations and rental cars as instructed.
• Receives, opens, and distributes incoming mail, documents, packages and deliveries. 
• Ensures all outgoing packages meet the courier services pick up schedule. 
• Ensures competency of work from a standpoint of grammar, composition, and format. 
• Appropriately schedule meetings, teleconferences and videoconferences at management’s request. 
• Interact with outside contractors and vendors as necessary.
• Purchase parts and materials by negotiating prices and deliverables.
• Enter purchase orders, expense reports and track documentation folders on vendors.
• Review department invoices for accuracy and approve invoices & purchase requisitions within specified monetary amounts.
• Assist in contract negotiations with outside vendors, monthly P&L budget preparations and monitoring and tracking Capital Expenditures.
• Oversee and approve payroll to include adjusting/correcting time, documenting attendance-related incidents and making necessary adjustments on work schedules.
• Update MSDS Sheets, NFPA Folder, Safety training and schedule required inspections for NFPA, Fire Systems/Sprinklers, Generators/Boilers and elevators.
• Responsible for the Implementation and all functions of the Work Order system including training on the hardware, updates to software/hardware and inputting of all work order data.
• Assist Facilities management with scheduling vendors for repairs, quotes, or project bids.
• Dispatch daily work order requests on the two-way radio system.
• Work closely with Director of Facilities and other internal and external Managers and supervisors as necessary.
• Adheres to all regulatory, state, company and department policies and procedures.

STANDARDS OF PERFORMANCE

• Available to work when needed, including weekends, holidays, and nights.
• Must have strong communication skills, both verbal and written, as well as, strong organizational skills.
• Must have the ability to operate fax machines, copy machines, computer printers, and other office equipment.
• Maintain interpersonal working relationship among all personnel.
• Demonstrates a positive attitude to internal guests and co-workers.
• Displays good judgement and an ability to make decisions that are in the best interest of the organization and its guests.
• Must be able to contribute positively to department morale and meet service standards.
• Willingness to assume overall responsibility relative to the performance of the position.

EDUCATION, TRAINING, AND EXPERIENCE

• High school diploma, GED or equivalent experience required. 
• Two - three years of Administrative or Facilities/Purchasing experience preferred.
• Ability to type 60 WPM.
• Must possess proficiency with Microsoft Office programs (Word, Excel, PowerPoint, Outlook, etc.).
• Must have a Valid Driver’s License.
• Able to obtain and maintain a valid Kentucky gaming/racing license.