Maintenance Administrative Assistant - Operations

Job Summary: Assist the President, Vice President & Director of Maintenance, in all manners relating to maintaining the facilities owned and operated by Medical Diagnostic Laboratories, Genesis Global Group, Genesis Hospitality, Genesis Investment Properties and associated entities to ensure that they meet the needs of those working within as well as maintaining the functional operations of each facility.

Essential Functions:

• Assist the President, Vice President, Director of Maintenance, Assistant Director of Facility Services, Assistant Director of Construction, Assistant Director of landscaping, and Senior & Assistant Project Managers, & the Landscape Manager with the daily operations including building maintenance, security, landscaping, construction, budgets.
• Oversee and perform administrative functions concerned with service requests, projects including, calling subcontractors, vendors, making appointments, ordering supplies and preparing reports
• Prioritize/coordinate/schedule maintenance & service requests throughout all GBG properties and some outside clients
• Managing, documenting and assigning tasks via maintenance software such as track-it, Upkeep or other. Generating reports from maintenance software and scheduling tasks while coordinating with maintenance team and Director
• Schedule all building fire & plumbing inspections performed quarterly, biannually or annually. Communicate with all departments and tenants of pending work in their buildings
• Register all plumbing inspections online through the DEP website
• Contact and schedule appropriate contractors / personnel for repairs and maintenance all buildings.
• Purchase necessary building related items such as light bulbs, emergency light batteries, custodial supplies, filters, flags, copies of keys, office supplies
• Maintain maintenance/construction project budgets (either internal or external clients), schedules, invoicing, purchasing, operations
• Oversee Fleet management e.g. inspections, routine vehicle maintenance & repairs, insurance
• Collect all technician work orders, receipts, and bill back to respective properties
• Assist and schedule food services/deliveries
• Assist and support all employees with any payroll issues
• Reconcile American Express accounts
• Process incoming invoices for payment and work closely with Accounting to research any accounts payable issues
• Call various vendors for repairs to roll up door, loading dock, fork lifts, roof leaks, fridges, freezers, alarms, reports of pests, etc.
• Ensure that all vendors/contractors supply Certificates of Insurance and assist with Workers Compensation audits annually
• Process check requests/reimbursements to employees for boots, phone, various permits/fees
• Direct maintenance staff to address all maintenance issues promptly.
• Manage and distribute information within the company
• Assist any GBG department on an as needed basis such as data entry, quality control, security, etc.
• Oversees the scheduling of all maintenance items and service requests with appropriate staff members.
• Maintain budgets for accounting for all internal companies for Custodial, Maintenance, Landscaping, Security, Construction and Operations.
• Familiarity with new construction subcontractor documents a plus but not required. This includes LOI's, COI's, contracts, AIA billing, submittals, permits and any other related documentation.

Job Qualifications: General Knowledge, Skills, and Abilities (KSA’s) required

We Offer:

• Competitive Salary
• Medical, Dental & Vision Insurance
• Short and Long Term Disability
• Life Insurance
• Dependent Care Flex Spending Account
• Voluntary Policies (Accident, Hospital Indemnity, Critical Illness & Supplemental STD)
• Legal Plan & Identity Theft Protection
• 401(k) Plan
• Paid Vacation & Holiday
• Business Casual Environment
• Credit Union

Visit us at www.genesis-ip.com.
Genesis Investment Properties is an equal opportunity employer.

Salary : $47,450 - $66,347