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.