Senior Secretary - Glen at Hiland Meadows - PT Days

Position Summary:

The Senior Secretary to the Plant Manager is a highly critical administrative role responsible for ensuring the smooth and efficient operation of the facilities department (maintenance, grounds, housekeeping, security).

This position acts as the primary organizational and operational hub, providing comprehensive, high-level support to the Plant Manager and serving as a crucial communication liaison for internal staff, external vendors, and contractors.

Key responsibilities include maintaining the facility work order process, coordinating maintenance and security schedules, tracking compliance documentation, and completing special projects assigned by the Plant Manager. The ideal candidate must be a problem solver, proactive, possess excellent organizational skills, and maintain strict attention to detail to effectively support the physical infrastructure and administrative needs of the organization.

This position has a level of resident contact. Where there is interaction with residents, and prospective residents, individual must be polite and respectful, responsive to resident needs and requests at all times.

Educational Requirements:

• High School Diploma, associate degree preferred.

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Experience Requirements:

• Minimum of 2-3 years' experience in a related field required. Preferably in building trades or property management company.​

• Excellent customer service skills, demonstrated organizational skills, experience with billing/payment processing, knowledge of Microsoft Office Suite (word, excel, outlook) a must.

Principal Responsibilities:

1. Facilities Operations and Maintenance Support; direct, hands-on administrative support for the core work of the Plant Manager (e.g., coordinating work orders, vendors, and projects)

- Track work order requests (using TMS software) for both routine maintenance and urgent repairs

- Coordinate, schedule and confirm appointments with external vendors, contractors, and service providers for maintenance, repairs, and inspections

- Process, code and track facility-related invoices, purchase orders (POs), and billing, ensuring accurate cost allocation against budgets

- Assist the Plant Manager in organizing and monitoring small-scale facility projects, including renovations/apartment refurbishments

- Assist the Plant Manager with timesheet edits and payroll processing

- Maintain and update Key Fobs for new residents and employees

2. Information and Compliance Management; organizing, maintaining, and reporting essential data, documents, and records necessary for legal, safety, and financial compliance

- Develop and maintain comprehensive physical and electronic filing systems for all facility records, including blueprints, permits, safety inspections, maintenance logs, and asset lists

- Ensure all necessary facility documentation is up-to-date and easily retrievable to ensure NYS Dept. of Health Compliance regulations

-Working with the Plant Manager, draft correspondence, specifications and standard operating procedures (SOPs) related to facility operations

- Monitor vehicle NYS Inspections, insurance cards, vehicle registrations and maintenance records

3. Administrative and Communication Liaison; Handling general administrative tasks, managing schedules, and serving as primary communication point for the Maintenance department

- Manage the Plant Manager's calendar, Security schedule and Maintenance On-Call schedule, schedule meetings, and prepare necessary materials for department and contractor meetings

- Serve as the first point of contact for internal staff and external parties contacting the maintenance department, efficiently screening and directing calls/inquiries

- Handle general clerical duties such as mail distribution, ordering office supplies and facility-specific supplies/materials

- Communicate with the Sales and Marketing Team, Plant Manager and Housekeeping regularly to update/maintain refurbishment spreadsheet to ensure timeliness of apartment turnaround for new move-ins

Pay range: $18.50-$24.66

Pay is based on experience, skills, and education. Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates. The pay range may also vary within the stated range based on location

Our Commitment

Rooted in our Mission and Core Values, we honor the dignity of every person and recognize the unique perspectives, experiences, and talents each colleague brings. By finding common ground and embracing our differences, we grow stronger together and deliver more compassionate, person-centered care. We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other status protected by federal, state, or local law.