Administrative Assistant/Facilities Coordinator

GENERAL PURPOSE:

This role includes administrative and technical responsibilities, supporting procurement activities, vendor coordination, and contract oversight. Work is performed under intermediate supervision. The incumbent carries out a variety of routine tasks within established procedures and receives detailed instructions on new assignments. Performance is reviewed periodically through meetings, reports, and overall results. The position requires a general understanding of basic facility systems and services. This role supports the Facilities Division through coordination of vendors, staff activities, and contract administration to ensure efficient facility operations.

ESSENTIAL FUNCTIONS:

NOTE: The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

Process purchase requests and create requisitions while maintaining purchase orders for facility maintenance, special projects, equipment, supplies, and inventory, ensuring cost control and budget compliance.

Process payments in accordance with City procurement policies and ensure compliance with competitive pricing requirements.

Manage Facilities vendor contracts, including monitoring compliance, tracking expiration dates for insurance and bonds, and maintaining accurate contract records.

Coordinate communication between divisions, departments, contractors, and the public; respond to inquiries and resolve routine issues in a timely and professional manner.

Maintain and organize departmental files, records, contracts, and databases in compliance with local, state, and federal retention requirements.

Track budgets, expenditures, and available funds to maintain accurate financial records.

Communicate with vendors, contractors, and suppliers to obtain quotes, schedule services, and ensure timely delivery of materials.

Coordinate project-related activities, including assisting with proposals and facilitating coordination between subcontractors, City departments, and Public Works staff as needed.

Collaborate with Accounts Payable, internal departments, and vendors to ensure accurate and timely invoice processing and payment.

Coordinate vendor communications, dispatch vendors as needed, and ensure timely responses to inquiries and service requests.

Investigate and respond to public concerns related to construction and facility projects.

Maintain inspection and compliance records for facility systems, including elevators, life safety systems, fire protection equipment, HVAC systems, pest control, and related services.

Track and update work request tickets, monitor progress, and provide reports on efficiency via the work order system.

Perform other work as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES:

Working knowledge of procurement, departmental and municipal rules, regulations, policies, and procedures.

Working knowledge of effective writing techniques and communication styles, and creating ADA accessible documents.

Skill in the operation of modern office equipment, computers, and software, including Microsoft Office applications (Word, Excel, PowerPoint, etc.).

Skill in problem-solving skills to gather relevant information to solve vaguely defined practical problems.

Ability to quickly and independently learn and adapt to changes in technology, including software and hardware.

Ability to give attention to detail and complete tasks in a timely manner, multi-task, organize workload, meet deadlines, follow-up and take tasks to completion.

Ability to work independently or in a team environment as needed.

Ability to establish and maintain effective relationships with employees, supervisors, city officials, and the general public.

Ability to communicate information tactfully and impartially, both in person and in writing with all staff, city officials, and the general public.

Ability to demonstrate proficiency in the City of Winter Park Core Competencies.

Ability to understand and follow oral and written instructions and keep accurate records.

This position is performed with working knowledge - the incumbent has ability to recall and apply important and commonly-used information from relevant source documents or information in a particular subject field.

MINIMUM QUALIFICATIONS:

High School Diploma or equivalent; supplemented by a minimum of two years of experience in an administrative support function.

An equivalent combination of education, training and experience, which provide the necessary knowledge, skills and abilities and other competencies required for the position may be considered.

CERTIFICATIONS, TRAINING, SPECIAL REQUIREMENTS:

NOTE: All certifications must be current at the time of application, and must be maintained as a condition of continued employment.

Must possess and maintain a valid State of Florida Driver's License, Class E or higher.

An equivalent combination of education, training and experience, which provide the necessary knowledge, skills and abilities and other competencies required for the position may be considered.

OTHER REQUIREMENTS:

Physical

This is light work requiring the exertion of 0 - 20 pounds of force occasionally and 0 - 10 pounds of force frequently to lift, carry, push, pull, and reposition objects.

Ability to traverse about an ADA accessible office setting, with or without reasonable accommodation.

Ability to remain stationary at a keyboard for extended periods of time and continuously operate a computer and other office productivity machinery, such as a calculator, copy machine, and printer.

Ability to manipulate objects and demonstrate small, precise movements repetitively.

Environmental

Tasks are regularly performed in an office setting without frequent exposure to adverse environmental conditions.

Sensory

Tasks require the manipulation of objects and demonstration of small, precise movements, the ability to detect and distinguish various features of one's surroundings, and the ability to effectively communicate and exchange information with others.

The job description does not constitute an employment agreement between the City and employee and is subject to change by the City as the needs of the City and requirements of the job change.