W. Robbins and Company is a multifaceted company that is looking at expanding operations. We need to have the right people in the right places for growth.
Role Description
This is a full-time on-site role for an Administrative Assistant at W Robbins and Company LLC in Kissimmee, FL. As an Administrative Assistant, you will be responsible for handling day-to-day administrative tasks to support the team efficiently.
Qualifications
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and QuickBooks
Excellent communication and organizational skills
Ability to multitask and prioritize tasks effectively
Strong attention to detail and problem-solving skills
Experience in an administrative role is preferred, construction knowledge is a plus
Responsibilities will include but are not limited to:
Manages office and field communication accounts; sets up phones/iPad's, online and Microsoft access and associated permissions.
Files and creates Notice to Owner, claim of liens and all additional court documentation.
Back up for payroll and payment processing.
Acts as liaison to Sheriff's department regarding incidents including theft, trespassing, and vehicle incidents.
Coordinates communication with owners and attorneys.
Primary contact for 558 construction defect claims. Coordinates all administrative functions to include serve notices; certified mail notices; emails from attorney's and insurance agents. Responsible for the timely research of all historic data and providing appropriate information.
Maintains schedule for upper leadership, to include meetings and travel reservations
Facilitates daily collections from PO box and post office, consisting of payment pick up and sending certified letters.
Insurance - facilitates policy renewals, ensures certification requests are returned in a timely manner, administers compliance verification and audits all components per requirements
Acts as New Hire coordinator; complies offer letters per management's direction, disburses employee handbook and associated company forms
Maintains training manuals and documentation
Maintains OSHA Book and all required in office postings per regulatory instructions.
Health care plan administrator (This includes researching new plans & open enrollment, along with periodic enrollment audits based on eligibility or termination ).
Maintains accurate employee files; distributing health and 401K benefit communications, updating employment records for performance reporting and ensuring confidentiality
Orders supplies as needed; to include internal and external materials for production, marketing and general operations
Completes credit applications, vendor packets and new subcontractor enrollment packages.
Distributes W-2's and is responsible for generating 1099-year end forms.
Checks the unemployment online site weekly and answers any requests within the time limit allotted.
Issues rent invoices, collects, deposits, receives, reconciles, and completes business sales tax monthly reports with payments on behalf of subsidiaries.
Sets up and documents permissions for contracts and suppliers.
Coordinates bid process for General Contractors, Repaints, In Homes Service, and homebuilders.
Coordinates overall maintenance for the building, to include responding to mechanical concerns, scheduling interior and exterior maintenance items.