Maintenance Administrative Assistant

Nestled in the heart of beautiful Winter Park, Westminster Winter Park provides a rewarding workplace near charming shops, dining, parks, and cultural attractions, making it an ideal place to grow your career while making a difference in the lives of older adults. We hold Joint Commission accreditation, a nationally recognized standard that reflects our commitment to safe, high-quality care. We are proud to be recognized for excellence in senior care from U.S. News & World Report Best Nursing Homes for Rehab 2026, U.S. News & World Report Best Nursing Homes for Long-Term Care 2026, Newsweek, America’s Best Continuing Care Retirement Communities 2026.

We are currently searching for a Maintenance Administrative Assistant to work in the Health Center.  In this role, the administrative assistant is responsible to schedules appointments, gives information to callers, takes dictation or transcribes, and otherwise assists the Director with clerical work and minor administrative and business deals.  Maintain ms2000 preventive maintenance and work request software.  This position reports to the Director of Maintenance. 

Schedule: Full Time position | Weekdays- 8:00am to 4:30pm 

1. Performs office and administration duties for the department, including entering work orders into the maintenance tracking software. Keeps track of open and closed work orders.
2. Receive maintenance request via the phone and enter the request into the maintenance tracking software for proper tracking and scheduling.
3. Produce daily, weekly and monthly maintenance reports for review by the department. This includes weekly spend-down reports.
4. Process invoices/receipts according to proper account coding system. Interface with the accounting representative for monthly matching purposes.
5. Keep track of the contractor’s insurance information and W9. Maintain an up to date MSDS Book.

1. High school diploma or general education degree (GED);

1. and one to three years related experience
2. and/or training; or equivalent combination of education and experience.

1. Computer literate and experience with MS-Office Suite including spreadsheets.
2. Ability to learn the maintenance software, print reports and confirm order status.
3. Ability to read, write and speak the English language and understand and follow written and oral directions.
4. Ability to prioritize tasks and manage time effectively in a fast-paced environment. 

IMPORTANT NOTE: In alignment with public health best practices WESTMINSTER COMMUNITIES OF FL strongly encourages annual influenza vaccination for all healthcare personnel. Employees may be required to either:

• Provide documentation of current seasonal influenza vaccination,
  or
• Submit a written declination and, if applicable, comply with alternative protective measures (e.g., wearing a surgical mask during flu season).

Medical and religious exemptions will be considered.