Company Overview
Ocean Club is a luxurious, privately owned residential community offering an exclusive island living experience. Nestled along a stunning shoreline, this meticulously planned community features elegant high-rise and mid-rise buildings, lush landscaping, and world-class amenities designed for an elevated lifestyle.
Overview
We are seeking a dynamic and detail-oriented Administrative Assistant to join the Engineering and Maintenance Department. This vital role supports daily office operations, enhances communication flow, and ensures the smooth functioning of our maintenance services. If you thrive in a fast-paced environment and enjoy providing exceptional support, this opportunity is perfect for you!
Responsibilities
- Coordinate and set up Director’s meetings, appointments, and conferences with the Executive Office, Vendors, and Inspectors.
- Acquire Director’s pre-approval for all Department’s scheduled visitors to the property.
- Keep a daily calendar of activities including daily Work Orders.
- Issue and track daily follow-up with the Director for Department issues.
- Maintain hard copy and electronic filing system up-to-date, especially keeping equipment records and manuals in order.
- Answer telephones, transfer voice messages to Work Orders, and assign them to the supervisor on call. Maintain copies for the record
- Issue work orders for the Department throughout the day (sources are: via email, Manager’s phone requests, web complaints and/or members' requests).
- Respond to emails and daily office correspondence (memos, letters, etc.).
- Coordinate and distribute the department’s daily interoffice mail.
- Manage and prepare monthly reports for the Board of Directors meeting.
- Greet and handle residents’ requests when needed.
- Place orders for parts and materials.
- Maintain workers’ safety supplies
- Download pictures, use software to issue reports and documents.
- Sign for and distribute UPS/FedEx and/or receive daily order/packages or services from suppliers or contractors.
- Research prices and gather bids or quotations for services, projects, or parts.
- Issue, process, and maintain records of all Purchase Orders.
- Maintain office furniture and supplies up to date.
- Coordinate and maintain records for staff office, phones, parking, licenses and permits, including keeping office tools and keys logs.
- Maintain and post the Weekly Staff Schedules on the bulletin Board.
- Other duties as assigned by the Director of Engineering.
- Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
- Translate documents for Dept. communications from English to Spanish or vice versa.
- Provide resources and assistance to the Department’s team members.
- Set up arrangements for company inspectors.
- Posts and file the Rules & Regulations and maintain documents in compliance.
Experience
- Proven office or clerical experience in a professional environment, preferably within engineering or maintenance departments
- Strong computer literacy with proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace tools
- Familiarity with QuickBooks for bookkeeping and financial recordkeeping is highly desirable
- Excellent organizational skills with the ability to multitask effectively in a busy setting
- Bilingual abilities are a plus to assist diverse residents and team members
- Demonstrated phone etiquette skills with experience managing multi-line phone systems
- Personal assistant or office management experience is advantageous but not required.
Benefits
- Holiday Bonus Program
- Complimentary Lunch Program
- Causeway Toll Reimbursement*
- Free Parking
- Health, Dental and Vision Insurance
- 401(k) Retirement Plan
- Paid Vacation and Holidays
*Must have SunPass account in good standing.
Join us at Ocean Club to be part of an elite community where your administrative expertise will support our commitment to excellence. We value proactive professionals who bring energy, precision, and a positive attitude to their work every day!
Pay: Up to $23.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
