Posted: Monday, February 19, 2018 7:05 PM
Catering and Travel Administrative Assistant Dept/Div: Human Resources General Definition of Work Performs skilled administrative support work coordinating travel and food arrangements, providing clerical work and related work as apparent or assigned. Work is performed under the close supervision of the HR and Admin Services Manager. Qualification Requirements To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential Functions Coordinates catering for agency business meetings, ensures food service as needed and arranges accordingly; tracks and records catering expenses and billings; submits to the manager for approval; generates catering matrix and reporting for fiscal year expenses. Reserve meeting rooms as requested. Ensure meeting rooms are set up in advance and cleaned up and restocked after use Track and record catering expenses. Send regular reports of meeting expenses to each department. Make sure all billing is correct and assure invoices are processed in a timely manner. Negotiate with various vendors to ensure that catering needs are met in the most cost effective manner without sacrificing quality or service. Establish a professional relationship with vendors to ensure excellent service to FMPA. Assistant with Agenda Package preparation and distribution Maintain all staff directory lists and send regular updates to staff. Answer and direct incoming telephone calls. Track in-house availability of staff and determine when to redirect calls or send to voicemail. Take messages as needed. Greet and announce all guest and visitors and respond to general inquiries. Notify designated staff of arrivals. Responsible for maintaining a professional environment at the reception desk through your actions and the operation of the front desk. Arranges travel for staff members based on agency policy. Provides Administrative Support to the Executive Assistant to the CEO. Maintains and tracks data on agency training costs. Provides administrative support to Human Resources department. Knowledge, Skills and Abilities Thorough knowledge of related industry, organization, and department policies, practices, and procedures; thorough knowledge of related industry, organization, and departmental legal guides, recommendations, best practices, ordinances, and laws; general knowledge of standard office and department specific software; skill in the use of assigned equipment and software; ability to maintain technical records; ability to make arithmetic computations using whole numbers, fractions, and decimals; ability to compute rates, ratios, and percentages; ability to establish and maintain effective working relationships with associates and the general public. Education and Experience Associates Degree or Specialized training and moderate experience working in an administrative support role in catering and/or travel or equivalent combination of education and experience. Physical Requirements This work is sedentary and requires little to no exertion of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel, climbing or balancing, reaching with hands and arms and pushing or pulling, frequently requires standing, walking and repetitive motions and occasionally requires stooping, kneeling, crouching or crawling and tasting or smelling; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data; ; work is generally in a moderately noisy location (eg business office, light traffic).
• Location: Orlando
• Post ID: 30393647 orlando