Administrative Assistant - Facilities and Health & Safety Departments

Position Overview

The holder of this position is responsible for providing clerical and administrative support for the Director of Facilities and the Health and Safety Manager, to ensure the smooth and efficient operations of both departments. Typical duties include assisting with the management of the work order system and the safety database, preparing correspondences and reports, maintaining records, and coordinating meetings and events.

Key Responsibilities

• Drafting correspondences, presentations and reports for the two department heads.
• Answering the telephone, responding to emails and organizing and tracking requests for services.
• Assisting with and documenting inspections of the Physical Plant.
• Managing the work orders system.
• Managing calendars, scheduling appointments and meetings, and assisting with events.
• Maintaining accurate and up-to-date records and files, both physical and digital.
• Preparing and following up on General Purchasing Requests (GPRs) and tracking office and other supplies ordered for the two departments.
• Tracking deadlines for tasks and facilitating communications with department heads.
• Liaising with relevant persons responsible for facilities and health and safety matters at each of the BTVI Family Island locations to ensure relevant quality assurance metrics are being tracked and submitted to the Director of Facilities and Health and Safety Manager for review and approval.
• Assisting with identified initiatives in the Facilities and the Health and Safety Departments.
• Attending staff development and training activities to maintain knowledge and skills necessary to perform the job effectively and efficiently.
• Any other reasonable duties assigned by the Director of Facilities or by the Health & Safety Manager.

Required Qualifications and Experience

• High School Diploma or equivalent with ten (10) years experience in a similar role, or an Associate’s degree in Business Administration, Business Office Technology or Office Administration with five (5) years experience in a similar role. A Bachelor’s degree is a plus.

Specialized Knowledge

• Knowledge of standard business documents and formats.
• Knowledge of the operations of current office equipment and technology.
• Knowledge of maintenance management software is a plus.

Specialized Skills and Abilities

• Good written and communication skills.
• Good interpersonal skills.
• Good organizational skills.
• Good time management skills
• Proficient in Microsoft Office suite.
• Ability to practice discretion and maintain confidentiality.
• Ability to pay very close attention to details and meet assigned deadlines.
• Ability to work as part of a team.
• Ability to adjust and respond effectively to changing situations and priorities.
• Ability to manage multiple tasks, prioritise and meet deadlines