Administrative Assistant

Where you work matters! We are a family company, we love what we do, and it shows!

Neal Communities, 2019, 2020 & 2021 "Best Places to Work in Sarasota-Manatee" Recipient is seeking an ADMINISTRATIVE ASSISTANT to join our team in Sarasota, FL! In this role, you are assisting the VP of Purchasing with processing purchase orders and invoices, manage scopes, specifications, and contracts.

This position offers great career growth opportunities as well as an excellent benefits package. Here are the benefits our team members enjoy!

• Excellent Compensation Package
• Health Care - Medical, Dental, Vision and Prescription Drug Coverage
• Employer Paid Life Insurance
• Supplemental Insurance
• Long & Short Term Disability Insurance
• 401(K) with Company Matching Contributions
• PTO & Paid Holidays
• Employer Paid ID Theft Protection
• Employee Home Purchase Discount Program
• Tuition Reimbursement Program
• Employee Wellness Program
• Employee Assistance Program (EAP)
• Employee Service Awards
• Vendor Discount Program

ABOUT NEAL COMMUNITIES:

WHAT YOU'LL DO:

• Assist VP with administrative duties, schedules, and follow-up as needed.
• Expedite handling of correspondence, mail, phone calls, in-person visitors, vendors, business affiliates, and coworkers while maintaining a high level of discretion and communicating professionally in writing and verbally across all company levels and externally.
• Take the initiative and work independently to complete assignments as requested and continually look for ways to improve efficiencies for daily tasks.
• Order office supplies for purchasing staff as needed and schedule copier repair calls.
• Scopes of Work - Update Scopes of Work as required and distribute as needed.
• Follow up for vendor signatures and maintain vendor files.
• Maintain a log of approved scope and vendor signatures dates.
• Update specifications and distribute as required.
• Update trade partner spreadsheets and trade contacts.
• Maintain subcontractor agreements as required.
• Generate bi-monthly VPO reports and distribute them.
• Manage Cost of Products process to include generating the cost of product reports and enter on the tracking sheet.
• Distribute documents to appropriate department personnel (review with VP as needed).
• Manage new trade partner process to include all documents and system setup.
• Manage and update Community Development schedules in Hyphen.
• Assist with Variance Purchase Orders:
• Data entry of variance purchase orders into Newstar
• Research purchase orders as required
• The above statements are intended to describe the general nature and level of work being performed. They are not intended to be an exhaustive list of all duties, responsibilities, and skills.

WHAT YOU BRING:

• High School diploma or equivalent
• Executive Administration experience preferred
• Must be able to multi-task and work in a fast-paced work environment
• Excellent computer skills and proficient in MS Word, Excel and Outlook

PHYSICAL REQUIREMENTS:

• General sedentary work requiring the use of office equipment such as computers, copiers, printers, scanners and telephones.
• Position requires sitting, standing, walking, bending, stooping, grasping, writing, typing, repetitive motions, hearing ability, visual acuity, and climbing stairs on occasion.
• May occasionally lift and/or move up to 25 pounds.

All employees will support the organization's mission and vision by exhibiting the following behaviors: excellence and competence, collaboration and innovation, respect, commitment to our community, accountability and ownership.

We are an Equal Opportunity Employer and a Drug-Free Workplace Employer.