Office Administrative and Customer Support - Facilities Administrative Assistant Job Greenville area,North Carolina USA

Job Details

Title: Facilities Administrative Assistant
Location: Greenville, NC, 27834
Duration: 0-12+ months
Shift: Monday-Friday 8 AM –5 PM
Pay Rate: $28.00/HR on w2

Job Responsibilities

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

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.
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.
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.
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.
Time Management
- Prioritizing tasks to ensure critical tasks are completed first.
- Managing time efficiently to handle multiple responsibilities without compromising on quality.

Ability Requirements

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.
Technical Aptitude
- Understanding and utilizing technical terminology and concepts related to maintenance management and calibration.
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

Proficiency in SAP
- Entering data and updates accurately in SAP (TECO).
- Attaching and managing electronic versions of work orders and PMs in SAP.
Adobe Acrobat
- Entering and reviewing forms in Adobe Acrobat.
- Routing forms via Adobe and ensuring correct processing.
Microsoft Office Suite
- Using Excel to generate spreadsheets for new equipment.
- Communicating via Outlook for email correspondence.
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.