Facilities Administrative Assistant

Facilities Administrative Assistant

Location:

Greenville, NC 27834 (Onsite) Duration: 12months W2 contract with high possibility of extension based on performance and depending on business needs Shift Timing:
Monday-Friday 8AM - 5PM EST

Enter and Review Forms in Adobe

Forms data entry request:
Enter data request form, PM request form and change request forms into 28

SAP. Decline Forms:
When not aligned with procedures or sent to incorrect team (e.g., Form-493 should be sent to the storeroom) Save and Attach:
Completed forms to the appropriate FLOC, MP, and/or equipment

Process Work Orders and PMs for TECO

Review:
Work orders and PMs for completion (check damage codes, completion comments, and signatures) Enter:
Craftsman, completion comments, codes, and craftsman date in SAP (TECO) Scan:
Completed work orders and PMs to generate electronic versions Attach:
Work orders and PMs in SAP File:
Place work orders and PMs in chronological order and staple duplicates, if applicable Generate Notifications for the Site and Work Orders Charged to a Project Create Notifications:
For the site and projects as received (via email, voicemail, or phone call)

Generate Manual Calls

Create Manual Calls:
As received, generally through email

Print PMs

Print: PMs and place them in appropriate pick-up boxes Mail:
If applicable, place PMs in internal mail envelope and send courtesy email Notify:
Individuals without a craft box of their upcoming due PMs via email Re-print: PMs as requested

Generate Spreadsheet for New Equipment

Create Spreadsheet:
For all new equipment to be sent and added to global Track Wise Notify:
Send email to inform the group that this task is completed for the week or month

SAP Updates

Make Updates:
Administrative updates/changes received through email

Audit Requests

Pull and Scan:
Work orders and PMs as requested for customer and regulated agency audits. Other Administrative Tasks related to CMMS Maintenance Management Generate Work Centers Educate Individuals:
On the process of new equipment being put into SAP, Adobe process, flow of the equipment library, and work order retention period Research POs:
Tied to provided FLOCs Route Forms:
Via Adobe Hand Deliver PMs Other duties assigned

Core Competencies

1.Attention to Detail Thoroughly checking forms, work orders, PMs, and cal forms for accuracy and completeness. Ensuring all data entered in SAP and other systems is correct and up to date.
2.Organizational Skills Efficiently filing and organizing documents, forms, work orders, and PMs in chronological order. Managing multiple tasks and ensuring timely completion of all responsibilities.
3.Communication Skills Effectively communicating with team members and other departments via email, phone, and in-person. Providing clear and concise instructions and education on processes and procedures.
4.Problem-Solving Skills Identifying discrepancies in forms and work orders and taking appropriate actions. Resolving issues related to the incorrect routing of forms and other administrative tasks.
5.Time Management Prioritizing tasks to ensure critical tasks are completed first. Managing time efficiently to handle multiple responsibilities without compromising on quality.

Ability Requirements

1.Analytical Ability Reviewing and analyzing forms, work orders, and PMs for compliance with procedures and accuracy. Checking calibration test points and other technical details to ensure they meet standards.
2.Technical Aptitude Understanding and utilizing technical terminology and concepts related to maintenance management and calibration.
3.Adaptability Adjusting to changes in procedures and priorities as needed. Learning new software and systems quickly to stay current with job requirements.

Computer-Based Requirements

1.Proficiency in SAP Entering data and updates accurately in SAP (TECO). Attaching and managing electronic versions of work orders and PMs in SAP. 2.Adobe Acrobat Entering and reviewing forms in Adobe Acrobat. Routing forms via Adobe and ensuring correct processing.
3.Microsoft Office Suite Using Excel to generate spreadsheets for new equipment. Communicating via Outlook for email correspondence.
4.Scanning and Document Management Systems Scanning completed work orders, PMs, and cal forms to create electronic versions. Efficiently storing and retrieving documents from electronic management systems.