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Administration Assistant for Landscaping

Company: The Club at Quail Ridge
Location: Boynton Beach
Posted on: May 27, 2023

Job Description:

Position Summary

-Responsible for general administrative office work as it relates to the Landscaping Department; responsible for record keeping and administrative tasks as assigned by the Director.
Essential Functions

-Perform as the main receptionist/secretary/ the Landscaping area/department.
-Performs a variety of administrative and office support activities for the Landscaping department and Director of Landscape Operations.
-Receptionist duties to include fielding/answering telephone calls, greeting and directing/assisting all residents, members, employees, and visitors.
-Duties to include data entry, creating spreadsheets and various documents, coordination of meeting rooms and filing.
-Answer all telephone lines promptly and pleasantly. Direct visitors to appropriate personnel and answer general inquiries.
-Prepare letters, memos, and forms as required.
-Assist managers with any payroll duties for Landscaping, collect attendance and time off sheets.
-Assist other departments and/or managers as requested.
-Compile data for end-of-month plantings, flowers, chemical, and fertilizer inventory.
-Coordinate all purchasing through the use of purchase orders, purchase requisitions, and in-stock inventory tickets.
-Compile data for water usage, inputs on computer, and generates monthly reports for accounting,
-Communicate in a courteous manner with employees, guests, members and vendors.
-Assist Director with end-of-month procedures for the department and producing end-of-month reports.
-Input quarterly inventory data and produce reports.
-Update website weekly listing Landscape activities.
-Attend Landscape meetings as recording secretary; compile minutes and agendas and distribute in an accurate and timely manner.
-Code and track all invoices for Landscape department.
-Responsible for tracking, receiving, and distribution of employee uniforms.
-Order office supplies when needed to include researching suppliers and pricing.
-Book conference rooms working with other administrative areas for correct set up of business meetings.
-Provide administrative support to co-workers in the Landscape area.
-Responsible for outgoing mail and opening, sorting, and distribution of incoming mail, ensuring adequate postage is maintained.
-Handle/process Fed-Ex and other carrier requests.
-Log all incoming parcels and notify recipients.
-Prepare memoranda's and documents, make copies and send faxes as needed.
-Ability to deal with members, employees, and management tactfully, calmly, and professionally.
-May assist with overflow work from other administrative areas as needed.
-Responsible for date entry to create, track and close out time and material service work orders for landscaping and forward copies to accounting.
-Coordinate inventory management regarding landscaping work orders.
-Perform any other task/duties as assigned by management.

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Keywords: The Club at Quail Ridge, Boynton Beach , Administration Assistant for Landscaping, Other , Boynton Beach, Florida

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