What are the responsibilities and job description for the Administrative Assistant position at The Mint Gaming Hall Kentucky Downs?
BIG BENEFITS OF WORKING AT THE MINT:
- Weekly Pay
- Competitive Medical, Dental, and Vision Benefits
- Fully paid Company Life Insurance
- 401K with Company Match
- FSA/HSA
- We have BIG FUN!
JOB SUMMARY: The Administrative Assistant provides administrative and operational support to the Facilities and Live Racing departments to help ensure safe, efficient, and well-maintained building operations. This role serves as a central point of contact for maintenance requests, vendor coordination, purchase orders, records management, scheduling, and day-to-day communication between facilities staff, team members, contractors, and leadership.
JOB RESPONSIBILITIES:
- Receive, document, prioritize, assign, and track facility work orders, service requests, repairs, and maintenance follow-ups.
- Serve as a primary contact for facilities-related questions from employees, vendors, contractors, and visitors.
- Schedule meetings, inspections, preventive maintenance, contractor visits, and departmental activities as needed.
- Prepare, organize, and maintain departmental records, reports, service logs, invoices, purchase orders, contracts, warranties, and compliance documentation.
- Coordinate purchasing activities, including supply requests, quotes, requisitions, purchase orders, invoice reconciliation, and expense tracking.
- Coordinate vendor and contractor communication, including site access, insurance documentation, service schedules, and completion follow-up.
- Maintain inventories of office, maintenance, janitorial, safety, and facility-related supplies; initiate reorders when needed.
- Support building access processes, key control records, badge requests, and related documentation.
- Assist with safety, security, and compliance activities by maintaining records, distributing notices, and supporting audits or inspections.
- Prepare correspondence, internal notices, spreadsheets, presentations, and routine reports for the Facilities Manager and department leadership
- Assist the company's Vice President of Racing to organize each Kentucky race meet by ordering services with vendors that are used during these events.
- This role will also assist the VP in completing accurate monthly expense report.
- Provides BIG Service to internal guests and ensures their complete satisfaction, inclusive of greeting and interacting with guests in a friendly and enthusiastic manner, anticipating and meeting guest needs and preferences, remaining calm and professional when dealing with guests that are difficult or upset.
EDUCATION, EXPERIENCE, AND QUALIFICATIONS:
- High school diploma or GED required.
- Associate degree or coursework in business administration, office administration, facility management, or a related field preferred.
- One to three years of administrative support experience required; supporting facilities, maintenance, construction, property leadership, hospitality, gaming, manufacturing, or operations teams preferred.
- Proficiency with Microsoft Office applications.
- Strong written and verbal communication skills with a professional and customer-focused approach.
- Excellent organization, attention to detail, time management, and follow-through.
- Ability to manage multiple priorities, respond to urgent requests, and maintain accuracy in a fast-paced environment.
- Ability to handle confidential information, vendor records, employee requests, and departmental documentation with discretion.
- Travel may be required to other sister facilities in the state, as needed.
- Must pass all required pre-screening and background checks.
- Ability to work a variety of shifts, this includes day, swing, late-night, weekend, and holiday shifts as scheduled.
- Must be able to obtain and maintain a valid Kentucky gaming/racing license.
The Mint Gaming Hall an equal opportunity employer (EOE). Qualified applicants are considered for employment without regard to race, color, religion, sex, national origin, age, marital status, disability, sexual orientation, or any other characteristic protected by state or federal law.