Administrative Assistant REQ#4889

Full Time at The Villages Commercial Property Management

Within the spirit of “Making People’s Dreams Come True”, this position schedules appointments, provides administrative assistance to the VCS Facilities Manager and other maintenance roles within The Villages Charter School environment. Duties also include scheduling of buses for school events, maintaining files and otherwise relieving officials of clerical work while delivering Raving Fans Customer Service to internal and external customers.

Responsibilities for this position include, but are not limited to:

• Answer and direct phone calls • Organize and schedule appointments • Plan meetings, agendas and take detailed minutes • Write and distribute email, correspondence memos, letters, faxes and forms • Assist in the preparation of regularly scheduled reports • Act as the point of contact for internal and external customers, vendors, etc. • Process incoming invoices for approval and payment for maintenance/transportation • Input, distribute and maintain all purchase orders, facilitate renewal or bid contacts, compose, type and route all correspondence • Read and route all vendor information, incoming mail and service requests • Coordinate facility access with vendors • Schedule all buses used for school functions, such as sporting events, field trips and all related school activities, which includes the back & forth scheduling of bus maintenance • Maintain bus driver files, track DOT physicals, drug screenings & proper driver licenses for all drivers • Track Life Safety Program – Inspections and repairs • Track Facility Fire Inspections as completed

Qualifications & Requirements:

Minimum of two (2) years related Administrative experience and/or training; or equivalent combination of education and experience • Applicant must have strong working knowledge and use of Microsoft Office software including Word, Excel, and Outlook as well as excellent written and oral communications skills • Applicant is required to have a valid Florida driver’s license with a driving record acceptable to company standards


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The Villages Commercial Property Management is an equal opportunity employee and all qualified applicants will receive consideration for the employment regard to race, religion, color, sex, national origin, disability status, protected veteran status, or any characteristic protected by law. Applicants have rights under Federal Employment Laws. Please see the attached posters for more detail about your rights: Equal Employment Opportunity is the Law (EEO)Family and Medical Leave Act (FMLA), and Employee Polygraph Protection Act (EPPA).


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