What are the responsibilities and job description for the Operations Administrative Assistant position at Saw Creek Estates Community Association, Inc.?
Primary Purpose:
Our dedicated and detail-oriented Administrative Assistant will play a crucial role in supporting daily operations by managing various administrative tasks requiring strong organizational skills, effective communication abilities, and a proactive approach to problem-solving. The Administrative Assistant will be responsible for ensuring smooth office operations while providing exceptional support to staff, residents, and vendors.
PRIMARY Duties:
- Assist the Director of Operations in all aspects of project implementation as needed.
- Support the Director of Operations with external contacts as needed.
- Represent the Operations Department in inter-departmental meetings to support and facilitate communication and action between departments.
- Assist with maintaining and updating Operations policies and processes.
- Set up, maintain, and organize the department's central files, information, filing, and messages.
- Assist Operations staff in locating and purchasing parts, supplies, and materials.
- Assist with Project Management Tasks
- Maintain RFP’s, bid information, and other contract documents.
- Communicate with respective bidders
- Maintain files throughout the approved project
- Maintain invoices and payables as produced by the Operations Department
- Provide administrative support to the Operations team.
- Manage the Work Order system, including receiving work requests, assigning work orders, entering system data, and providing overall system administration.
- Managing inventory and filing systems.
- Perform complete inventory checks and facility walkthroughs.
- Ensuring all documentation related to inventory flows is complete, accurate, and filed correctly.
- Represent the Operations Department on the Employee Safety Committee as secretary, coordinating with the Safety Coordinator on:
- Scheduling meetings
- Creating agendas
- Producing minutes
- Payroll
- Handling payroll for the operational staff
- Compliance Admin
- Responding to compliance emails with answers to “everyday questions”
- Forward additional questions to the Compliance office if unable to answer
- Have a ride list created and ready for the compliance officer each day
- Data entry as requested by the compliance officer
- Mailing letters and/or emails per the compliance process
- Cross Department Training
- Public Safety Admin
- Member Services
- Finance
- Recreation
- Assists with other duties as directed.
EMPLOYMENT STANDARDS:
High School graduate. Some college preferred
- Able to perform effectively in both office and outdoor work environments.
- Must possess knowledge of word processing and spreadsheet software.
- Must possess strong organizational, interpersonal, and communication skills.
- Ability to work independently as well as collaboratively within a team environment
- Must be willing to work a flexible schedule, including some weekends, evenings, and approved overtime, as needed
- Dress code – approved Saw Creek uniform
WORKING CONDITIONS:
- 85% Office environment and 15% Outdoor/ Saw Creek Complex Touring.
Job Type: Full-time
Equal opportunity employer. Drug-free workplace
This job description does not list all the duties of the job. You may be asked to perform other duties. Management has the right to revise this job description at any time. This job description is not a contract for employment, and either you or the employer may terminate employment at any time, for any reason.
Job Type: Full-time
Pay: From $18.00 per hour
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Referral program
- Vision insurance
Education:
- High school or equivalent (Preferred)
Experience:
- Microsoft Office: 1 year (Preferred)
- Administrative Experience: 1 year (Preferred)
License/Certification:
- Driver's License (Preferred)
Work Location: In person
Salary : $18
