Administrative Assistant

JOB SUMMARY:

The Administrative Assistant provides essential support to the Assistant Maintenance Manager and the Lusco team to ensure the efficient day-to-day operations and the productivity of the Lusco team. They perform a variety of

administrative and clerical duties, including but not limited to scheduling of site inspections, monitoring and responding to customer complaints, correspondence management, assistance with monthly staff reports and office organization,

and preparation of licenses and standard contracts.

This role requires a highly organized and proactive individual with strong communication and interpersonal skills, attention to detail and the ability to multitask in a fast-paced environment. Confidentiality, discretion, proficiency in

English Language and knowledge of the use of the department’s computers and related software, is a must.

DUTIES/ RESPONSIBILITIES:

* Perform secretarial duties including typing general correspondence assigned by the Assistant Maintenance Manager, preparation of purchase orders and expenditure appropriations.

* Maintain a weekly roster for Lusco staff, pertaining to projects assigned by the Assistant Maintenance Manager.

* Provide a monthly status report to the Assistant Maintenance Manager with respect to all assigned projects given Lusco Staff.

*Visit project sites/assigned areas of duties with Lusco staff and assist with preparation of reports.

*Carry out administrative duties regarding the use of Taino Beach Community Park (“the Park”) including but not limited to reviewing requests for use of the Park, typing License letters, maintaining a report on requests for space and the vendors at the Park, monitoring leases at the Park (ensuring rental payments are timely), liaising with Tenants. Work with Assistant Maintenance Manager to create a food truck venue at the Park.

*Carry out clerical duties regarding Lusco specific projects.

*Prepare standard contracts for Vendors

*Vendor & Supplier Liaison: Communicate with suppliers for materials and equipment orders, track deliveries,

and manage inventory.

*Communicate with Lusco’s customers regarding complaints with professionalism and courtesy, follow-up with Lusco customers regarding complaints and work to resolve any related issues.

*Maintain a monthly customer complaint spreadsheet for review by the Assistant Maintenance Worker.

*Work with the Assistant Manager to review and revise system for monitoring, responding and tracking complaints to move towards a digital system and a digital application for monitoring and tracking complaints.

*Procure, receive, store and maintain office supplies and equipment ensuring that basic supplies and equipment are always available.

*Coordinating meetings.

*Assist with special administrative events, as required.

*Marketing Support: Assist with social media updates, Public Service Announcements. Prepare draft of Lusco Marketing Calendar. Attend weekly Marketing Meetings and report on Lusco promotions/marketing.

REQUIRED SKILLS /ABILITIES:

• Excellent verbal and written communication skills.
• Excellent time management and organizational skills with attention to detail.
• Proficient with Adobe Acrobat, Microsoft Word, Excel, and PowerPoint
• Must be able to speak, read and write English fluently.

EDUCATION, CERTIFICATION & EXPERIENCE:

• Associate degree in Business, marketing or related field
• At least 5 years of experience in a similar or the same position.

All applications should be submitted on or before April 10, 2026