PDS Tech Inc Administrative Assistant Level - 3 in Orlando, Florida
PDS Tech, Inc. is seeking a Administrative Assistant Level 2 in Orlando, FL.
Provides administrative assistant support to the Orlando Facilities organization, including the Orlando Facilities senior managers and all reports.
Maintains Outlook calendar for Orlando Facilities senior managers, Facilities Operations Maintenance manager, and various associate managers to ensure efficiency and maximum use of leaders' time.
Maintains Outlook schedules for the Orlando Facilities conference rooms.
Determines priorities in regards to non-routine situations.
Facilitates the set-up of meetings which includes coordinating, scheduling, and e-mailing meeting notices, reserving conference rooms, preparing meeting rooms, printing and posting charts, setting up teleconferences, and/or assisting with Skype or VTC Meetings.
Works effectively with other executives’ administrative assistants, business leaders, conference room owners, and all levels of employees.
Collects signatures on internal documents/paperwork and tracks status to completion.
Makes travel arrangements, books training courses, and creates and submits expense reports.
Organizes and maintains departmental files, procures office supplies, and coordinates maintenance of office support equipment and supplies.
Performs all Facilities Operations Subcontractor/Vendor Security Clearance requirements.
Provides all necessary documents to contractors and guides them through the process of getting cleared through security to come on site and perform work. Serves as a delegate under the Maintenance manager for all Non-Employee Access Tracking (NEAT) system and Contractor screening.
Maintains the Facilities Fleet Vehicle and golf cart maintenance & repairs.
Receives maintenance/trouble calls and dispatches to the appropriate trades, supervisor, and/or vendor.
Supports the PMT process through charting and tracking team activities weekly.
Supports Maintenance Work Order system by initiating, monitoring and updating the status of work orders in a computerized maintenance management system called Data Stream 7i.
Independently performs non-routine and moderately complex assignments, i.e., a P-Card owner responsible for vehicle gas purchases, vehicle and electric cart repairs and other miscellaneous items and services that support the Facilities Operations & Maintenance Department.
Maintains and distributes periodic Facilities-related documents including, but not limited to, on-call notifications, vacation calendars, phone lists, and maintenance overtime records.
Performs additional special assignments and coordinates special events as required in support of the Facilities management staff.
Minimum two years of administrative work experience in a professional office environment with a high school diploma.
Demonstrated ability to competently use computers and other systems to access, maintain, and manipulate data.
Proficiency with Microsoft Tools (Word, Excel, Power Point, Outlook) with the ability to perform functions such as creating and editing presentations, documents, memos, reports, and spreadsheets ensuring the correctness of format, spelling, punctuation, etc Strong oral and written communication skills.
Able to work with minimal supervision or instructions for routine work and detailed instructions for new or special assignments.
Knowledge of and familiarity with ordering and purchasing.
Prior experience with travel booking and expense reconciliation.
Excellent interpersonal skills and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
Must maintain high level of confidentiality.
More than five years of administrative work experience in a professional office environment with a related degree.
Prior experience with expediting orders.
Excellent organizational skills with strong attention to detail and ability to multi-task.
Experience with using P-cards A self-starter with strong initiative.
Demonstrated ability to continuously evaluate job duties for effective prioritization and providing solutions for improving office efficiency.
All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or other legally protected status.